HHMI is focused on supporting and moving science forward in a variety of different ways ranging from conducting basic biomedical research, empowering educators, inspiring students, developing the next generation of scientists - even stretching into film and media production. Our Headquarters is in the greater Washington, DC metro area and is home to over 300 employees with expertise in investments, communications, digital production, biomedical sciences, and everything in between. The work housed here supports and augments the groundbreaking research conducted in HHMI labs across the nation. As HHMI scientists continue to push boundaries in laboratories and classrooms, you can be sure that your contributions while working here are making a difference.

Summary:

Each year HHMI hosts dozens of conferences, meetings, and events at our Headquarters and Janelia Research Campus. These opportunities connect thousands of industry leaders, scientists, fellows and partner organizations in both virtual and hybrid settings.

The person in this role serves clients and works collaboratively with operational teams to plan and successfully execute conferences and events in a fast-paced and busy environment that delivers HHMI excellence and the HHMI Guest and Client experience.

This position is full-time and reports to HHMI headquarters in Chevy Chase, MD five days a week. The person in this role will need to be flexible in scheduling since some events go beyond traditional work hours and occasionally happen on weekends.

What we provide:

• A role that is uniquely positioned to have an impact on the mission and work at HHMI because it connects people.

• A manager who believes in creating space for the employee to lead the work but will be there to support the team through the unique challenges events may present.

• A team that believes in building trust, encourages collaboration, and supports one another.

• A competitive compensation package that includes a 10% employer contribution to your retirement, up to $10,000 in educational reimbursement each year, and a significant budget for professional development.

What you'll do:

Delivers the HHMI Client and Guest Experience:

• Ensures successful execution of conferences and client satisfaction
• Owns final execution of all aspects of conferences and events including booking, travel, arrival, accommodations, safety and security, meeting room experiences, housekeeping, food and beverage, digital experiences, departure, post-stay follow-up, etc.
• Displays leadership in guest hospitality, exemplifying excellent customer service.
• Demonstrates responsive and thoughtful service to all clients of the HHMI Conference Center.
• Works closely with clients to establish their objectives and communicate client needs and expectations to all team members and departments.
• Works collaboratively with operation teams daily to deliver excellence to guests and clients in each event.
• Plans and/or participates in operational event planning team meetings with clients and staff.
• Reviews all conference related documents and products for consistency and achieving client goals.
• Serves as the primary host for assigned conferences and events supervising all logistical elements and closely supporting the client and their guests.
• Displays critical thinking and strategy to resolve logistical issues and ensure that decisions reflect good stewardship of the Institute's resources while meeting the needs of the clients and guests.
• Critically reviews feedback from clients, internal partners, staff, and guests promptly and engages others to implement solutions to improve service levels.

Staffs the HHMI Conference Center:

• Assists in leading the meeting space requests using room management and facilities software, including detailed entries and timely follow-up with clients and operations.
• Serves as the Conference Center manager-on-duty based on daily schedules.
• Supports tactical preparation and implementation of conferences as assigned such as preparing badges, room key cards, meeting room set-ups, ground transportation requests, etc.
• Assists in checking guests in and out, offers concierge services, including directions, wake-up call set-up, transportation, and local resource guidance.
• Monitors daily use of conference center resources and conducts daily inspections of the conference center spaces, taking ownership to resolve outstanding issues.
• Continuously guides temporary and security staff to ensure excellent customer service consistently meets department expectations.
• Manages contracting of conference and events related vendor services.
• Assists Conference Center leadership with administrative tasks and projects as needed.

Champions collaboration across HHMI:

• Maintains a highly collaborative and respectful relationship with all departments within HHMI responsible for any aspects of conferences and events.
• Collaborates with the culinary team to ensure high-quality, innovative delivery and execution of on-site food and beverage as a signature part of the HHMI Guest Experience.
• Collaborates with the Campus Services, Facilities Services, and IT Services teams to establish new protocols and processes addressing the evolving landscape of conferences, technology tools and data security and management.
• Efficiently serves other HHMI departments via real time calendar updates and event details, weekly meetings, bi-annual operational service reviews and general collection of day-to-day feedback.
• Openly shares information in a timely manner and fosters a shared team approach to delivering conferences with excellence.

What you bring:

• Bachelors' degree or combination of education and related work experience required
• Three to five years of demonstrated hotel/catering, conference services and banquet operations experience or equivalent.
• Ability to build trusting relationships, communicate effectively and thoughtfully navigate interpersonal dynamics to encourage collaboration with people on the team and across the institute.
• Excellent customer service skills.
• Working knowledge of property, catering, and event management systems.
• Working knowledge and understanding of policies, procedures, and standards of the department to include, conference and event planning, operations, and technology for different types of events.
• Superior organizational skills with ability to organize many sets of details in a logical manner, and an ability to plan for those details to be performed in a timely, budget-conscious fashion.
• Creative problem-solving skills with the ability to perform in a high-volume, driven environment.
• Thrives under pressure and maintain composure, professionalism, and a solution-focused approach.
• Strong technical proficiency with the ability to use and implement proven technology that improves workflow and communication while also enhancing the guest and employee experience.
• Ability to make decisions with minimal direction, displaying a clear sense of ownership and accountability.
• Must maintain a flexible schedule, at times working late nights and on weekends to accommodate varying needs of conference center operation.

Physical Requirements

Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials, furniture and equipment weighing up to fifty pounds.

Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.

Please Note:

This job description sets forth the job's principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word "may," the Essential Duties and Responsibilities described above are "essential functions" of the job, as defined by the Americans with Disabilities Act.

Compensation and Benefits

Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our site to learn more.

Compensation Range

Pay Type:

HHMI's salary structure is developed based on relevant job market data. HHMI considers a candidate's education, previous experiences, knowledge, skills and abilities, as well as internal equity when making job offers. Typically, a new hire for this position in this location is compensated between the minimum and the midpoint of the salary range.