Event and Conference Specialist

Job ID: 13509

Location: Newport News, VA

Category: Public Relations

Division: COO

Position Type: Regular

Education: Bachelor's Degree

Experience Required: 5 years

Relocation Provided: No

Position Description

Come join our team at Jefferson Lab, where great minds matter .

Posting Date: 3/26/2025

Salary Range: $71,100– 114,400 (SA II)

Work Location Type: Dedicated On-site (100% working on-site)

What Your Job Will Be Like

Plan, organize, and execute events of various scales to maintain a hospitable and welcoming environment for all stakeholders. Support conferences and events hosted by Jefferson Lab. Responsible for hosting international conferences and events both on the Jefferson Lab campus and off-site. Work collaboratively with subject matter experts and other team members to support designated Event Organizing Committees and support functions including budgeting, planning, leading, and managing workshops and conferences.

In This Role You Will

• Work as a project manager to create conference timelines; meeting periodically with the conference Local Organizing Committee and the Conference Manager to maximize support for all Jefferson Lab sponsored and managed events.
• Work with the group’s local organizing committee during conferences and workshops to manage attendance, visitor registration, collect payments, organize conference handout materials, and take meeting minutes regarding event discussions.
• Manage catering logistics, including staffing, setup, budgeting, ordering and payments.
• Serve as Acting Manager, when assigned and the Senior Event Services Manager is not on-property, including moving financial processing responsibilities forward.
• Routinely works with all levels of lab management, staff and the scientific user community, including the director and associate directors, department heads, group leaders, and other division administrators to effectively execute events.
• Create standardized conference websites using the website content management system (Drupal), and registration pages based upon group needs.
• Maintain and update all training materials on hosting meetings on-site and virtually and providing training to those impacted.
• Supervise conference support staff
  
  

Qualifications

• Bachelor's Degree in, Business, Hospitality, Conference and Events Management. Relevant experience may be substituted for education.
• 5 or more years involved in planning and execution of special events. Education above the minimum may be substituted for experience.
• 2 or more years leading large-scale events
• conference planning and management experience with firm commitment to outstanding customer service and the ability to negotiate on the behalf of the organization
  
  

Knowledge, Skills And Abilities

• Ability to work effectively within different levels of the organization as part of a high-functioning, high-energy team.
• Experience in supervising a team and managing multiple work projects.
• Must have excellent verbal/written communication skills and extraordinary interpersonal skills, exercising tact and diplomacy in resolving conflicts.
• Must have strong accounting and finance skills and experience., Medium
• Ability to travel and work occasional evenings and weekends, as needed.
  
  

About Jefferson Lab

Join a community with a common purpose of solving the most challenging scientific and engineering problems of our time. The Jefferson Lab campus is located in southeastern Virginia amidst a vibrant and growing technology community. A career at Jefferson Lab is more than a job. You will be part of “big science” and work alongside top scientists and engineers from around the world unlocking the secrets of our visible universe. Managed by Jefferson Science Associates, LLC; Thomas Jefferson National Accelerator Facility is entering an exciting period of mission growth and is seeking new team members ready to apply their skills and passion to have an impact. You could call it work, or you could call it a mission. We call it a challenge. We do things that will change the world.

Total Rewards at Jefferson Lab

At Jefferson Lab, we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive. Our benefits program includes, but is not limited to:

• Medical, Dental, and Vision Care Plans
• Flexible Spending Accounts
• Paid Time-off and Leave Programs (Paid Parental, vacation, holidays, and sick leave)
• 401(k) Plan – 9% Lab Contribution; 100% vested
• Flexible Work Arrangements (Remote & Alternate Work Schedules available)
• Tuition Assistance, Training and Professional Development Programs
• Live near the waterways of the Chesapeake Bay region with access to nearby beaches, mountains, and all major metropolitan centers on the East Coast
  
  

Jefferson Science Associates, LLC (JSA) manages and operates the Thomas Jefferson National Accelerator Facility (Jefferson Lab). JSA is an Equal Opportunity Employer and does not discriminate in hiring or employment on the basis of race, color, religion, ethnicity, sex, sexual orientation, gender identity, national origin, ancestry, age, disability, or veteran status or on any other basis prohibited by federal, state, or local law. As part of the JSA’s equal employment opportunity policy, we also take affirmative action as called for by applicable laws and Executive Orders to ensure that minority group individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities. JSA is committed to providing reasonable accommodations for persons with disabilities (unless doing so will result in an undue hardship). If you need a reasonable accommodation for any part of the employment process, please send an e-mail to recruiting @ jlab.org or call (757) 269-7100 to provide the nature of your request. Reasonable accommodations are considered on a case-by-case basis. Employment with JSA is conditional upon DOE approval if at any time during your employment you are participating in a Foreign Government Talent Recruitment Program or Affiliated activity. Generally, such programs/activities include any foreign-state-sponsored attempt to acquire U.S.-funded scientific research through programs run or funded by the government that target scientists, engineers, students, academics, researchers, and entrepreneurs of all nationalities working or educated in the United States. This includes positions or appointments, both domestic and foreign, titled academic, professional, or institutional appointments whether or not remuneration is received and whether full-time, part-time or voluntary.