Washington, DC, USA
Job Description Summary:
Plans and executes event production for meetings, conferences, workshops, and other special events, including locating and arranging appropriate venue, and coordinating necessary personnel and technical needs and requirements. Serves as a liaison between the department and a variety of internal and external customers. Works with clients to plan, deploy, and support technology aspects of meeting (audio, video, lighting, staging, etc.). Provides information and guidelines, and responds to inquiries and resolves complaints and issues with customers, vendors, and agencies in a timely manner. Interacts with appropriate technical, professional or service personnel to resolve continuing problems and ensures functionality with current technologies. Tracks expenses and prepares and maintains extensive reports and records on activities and related costs. Where necessary, handles the rescheduling or movement of activities, meetings, AV staff, and other events. Supervises, trains, and develops staff. Ensures meeting requirements are successfully met. Working under general supervision and functioning with the ability to deviate from subscribed courses of action as needed, incumbent applies general professional knowledge and principals of function to solve problems requiring the identification and analysis of various factors and uses independent judgment and discretion to recommend best course of action. Incumbent may lead and/or supervise lower level support employees and may establish processes and procedures to ensure the effective and efficient operation of routine support functions.
ESSENTIAL JOB DUTIES:
Plans, executes, and leads conference setup, audio/visual (AV), and production logistics for conferences /workshops/ meetings. Consults with internal and external clients and team members to determine optimal solutions for production planning. Determines and coordinates personnel assignments and technical needs and requirements, assigns appropriate function rooms, coordinates room set-ups, and arranges ancillary services. Provides overall expertise regarding conference planning and ensures meeting requirements are fulfilled. For off-site venues, ensures that all materials and equipment are assembled, packed, shipped to and received at the meeting site.
Serves as liaison between all parties. Prepares and communicates cost estimates. Prepares agreements for facility use. For off-site activities, may conduct site visits to inspect properties, solicit bids on vendor quotes for service, and negotiate rates and services. Reviews agreements and ensures compliance. Responds to technical RFPs and RFQs for non-academy groups.
Monitors daily project requirements to ensure efficient, effective, and timely. Reviews Meetings Database software daily and manages day to day operation by planning, organizing, scheduling, and supervising staff and resources required to meet project and event deliverables. Provides quality assurance services. Prepares progress reports and schedules. Prepares daily reports. Monitors meeting schedules, confirms requirements, and identifies and resolves inconsistencies.
Prepares preliminary and actual budgets based upon meeting requirements. Where applicable, creates cost analysis. Processes fee payments received. Reviews and approves payment of invoice vouchers. Reviews contractual obligations and ensures activities are performed according to contractual requirements. Reconciles bills after meetings and performs follow-up financial review.
Supervise and schedules technicians (internal, freelance, and trade contractors) during events/activities including for setup, live events, special projects, and maintenance. Provides leadership and mentors team members. Trains and develops team members to successfully perform responsibilities. Cultivates a work environment that fosters teamwork.
Produces and delivers virtual events such as webcast, webinars, training, etc. Provides onsite management of video webcasts, Academy events, and Zoom meetings. May attend conferences to research new technologies. Test new products and documents recommendations.
Conducts training for staff on meeting planning, use of Meetings Database, Conference Room Technology, and Zoom Meetings.
Tracks changes and trends in scheduling meetings and other events. Compiles and reports information to management. Researches and compiles data for presentations and reports.
In collaboration with AV Staff, troubleshoots equipment to determine service repair needs. Oversees AV equipment preventative maintenance and repairs.
Performs as a contingent technician/conference management staff member on a fill-in or exception basis, assisting with configuration, connection, setup, integration, operation, and tear down of audio visual equipment, as well as room setups. Audio visual equipment includes but is not limited to audio, data, lighting, staging, video, video teleconferencing, webcast, and video editing and design.
Develops and implements meeting and event production procedures. Creates, updates, and maintains information on the audio/visual, facility, and other support requirements for scheduled meetings and other events, and provides information to staff and external groups. Oversees and maintains meeting/conference databases and displays screens.
Assists in managing vendor relationship. Serves as point of contact for outside vendors.
NONESSENTIAL JOB DUTIES
Related duties and special projects as assigned.
Required Knowledge, Skills, and Abilities: Proficiency in Microsoft Office Suite, conferencing and virtual meeting software. Experience setting up, operating, and troubleshooting Audio, Video, and Lighting Equipment in a live setting. Ability to manage a high volume of varying technology issues and articulate problems and resolutions to both technical and non-technical users. Ability to operate with appreciable latitude for independent judgment and action. Ability to serve as a resource to others in the resolution of complex problems and issues. Ability to work successfully in a team environment and to form and maintain effective teams. Experience working in complex environments with a high degree of organizational effectiveness. Ability to develop relationships with co-workers and employees in other National Academies' departments through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of employees, members, and vendors.
Minimum Education/Training Requirements: Bachelor's degree in a related field or equivalent knowledge.
Minimum Experience: Three years of related professional experience.
Physical Capabilities: Ability to work at a computer for extended period of time. Lifting of AV equipment, cases, and conference furniture.
Required Licenses, Certification or Registration: Audio Video industry certifications desired.
Supervisory Responsibilities/Controls: Reports to Director, Audio Visual Technology. Sets objectives with Supervisor. Supervises assigned Audio Visual Staff.
Work Environment: Office environment, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations. Work sometimes required during evening hours and on weekends.
Any qualification to be considered as equivalents, in lieu of stated minimums, requires the prior approval of the Office of Human Resources.
The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.
Scheduled Weekly Hours:
Washington, District of Columbia