Event Management & Coordination. Leads end-to-end logistics for in-person, virtual, and hybrid events: site searches, registration, catering, A/ V, IT, ground transportation, meeting materials, poster sessions, virtual platforms, and on-site execution support. Develops and monitors event budgets under guidance of the CPAESS Assistant Director; reconciles invoices and resolves discrepancies. Works closely with the UCAR Contracts Office, helps negotiate contract agreements with hotels including lodging and space requirements, and ensures compliance of specific terms including cancellation, attrition and catering guarantees. Seeks consultation from Budget and Finance team members or CPAESS Assistant Director before proceeding with final documents during negotiations. Team Leadership. Coordinates the Meeting Planning team on event assignments, workload distribution, and task delegation; serves as technical lead and primary escalation point for complex decisions. Drives process standardization and business re-engineering; leads training for new Meeting Planners and acts as Event & Travel Team Lead when needed. Identifies problems and opportunities; manages and maintains the event and travel tracking spreadsheet for the full Travel & Event team; orders team equipment and supplies. Travel Administration. Arranges complex domestic and international travel; ensures traveler compliance with all regulations and required documentation; prepares and submits expense reports. Communicates travel changes to affected travelers; fills in for Travel Lead as needed. General Support. Provide general administrative and logistical support for CPAESS staff. Performs back-up functions for CPAESS staff as needed. Who We’d Love To Join Our Team. Successful candidates will ensure their application materials speak to the following criteria:Education & Experience. High School graduate;4 years of relevant experience;Or an equivalent combination of education and experience;Experience with event planning and associated logistical requirements, including providing onsite support for in-person events;Experience with Cvent Event Management Software. Desired, but not required:CMP or CGMP certification. CPAESS Meeting Planner experience. Experience working with Federal Government agencies. Knowledge, Skills, and Abilities. Strong oral and written communication skills, including drafting, editing, and proofreading; proven ability to build relationships with diverse stakeholders and work effectively in multicultural environments. Demonstrated ability to manage large (~400 ) and small scientific conferences; skilled in virtual platforms (Zoom, Webex, Slido), online registration tools, Cvent, A/ V equipment, and Google Workspace. Ability to independently manage multiple projects under competing deadlines; adapts to shifting priorities with a proactive, resourceful approach; handles confidential information with discretion. Advanced proficiency in Google Workspace (e.g. word processing, spreadsheet, database, and presentation applications); basic budget development and math skills; demonstrated ability to lead a team under pressure. Professional and collegial under pressure; able to travel up to 15 domestic trips annually; knowledge of travel planning processes. Desired, but not required:Skill in processing travel paperwork in accordance with UCAR procedures. Knowledge of the Concur travel and expense management solution. Thorough understanding of UCAR’s travel policies and procedures, and the ability to apply and communicate those policies and procedures. Knowledge of budget development and tracking. General project management skills.