Communications & Events Specialist (Hybrid Schedule)

The Howard Hughes Medical Institute (HHMI) advances the discovery and sharing of scientific knowledge to benefit us all. As a biomedical research organization and philanthropy, HHMI supports a vibrant community of academic researchers, educators, students, and professionals. Together, we're unlocking the fundamentals of biology and building an open, inclusive future for science.

HHMI's Science and Educational Media Group works to engage and inspire people everywhere with stories about scientists and the powerful promise that science holds. Based in Chevy Chase, Maryland, our award-winning Tangled Bank Studios, BioInteractive program, and key journalism partnerships promote greater understanding of the living world and our role in sustaining it

Summary:

The Communications and Events Specialist will support Communications and Outreach efforts by coordinating, executing, and staffing internal and external events. These events include film screenings, trade booths, conferences, and internal gatherings. They will assist the team with event preparations by ordering event materials, creating and managing invitations and RSVPs, tracking media and social media mentions and accounts, and coordinating with event vendors.

This is a time-limited position for one year. There is the potential for this role to be extended.

What we provide:

• The opportunity to support a boutique film studio that produces prestigious, award-winning films. Our current film, All That Breathes, won Best Documentary at both the Cannes Film Festival and the Sundance Film Festival.

• A role that is uniquely positioned to have impact across conservation efforts through film.

• A hybrid schedule with Fridays remote.

• A team that believes in continuous learning and cultivates an environment where all members of the team help each other.

• A competitive compensation package that includes generous vacation and benefits, and up to $10,000 in educational reimbursement each year with a significant budget for professional development.

What you'll do:

Plan, support, and staff various types of events throughout the year including panels, conferences, film festivals, and film screenings by:

• Building and following up with event plans, sourcing and working with event vendors, tracking guest lists, creating run-of-show and event planning documents, and ensuring all deadlines are met.

• Collaborating closely with event organizers and partners to ensure they have promotional and event materials for customizable events.

• Staffing and supporting events on-site, including film screenings, film festivals, conferences, and meetings. This will involve domestic, and occasionally international travel throughout the year, usually for 2-3 days at a time for 10-15 events a year.

Provide administrative support by:

• Helping the team stay on top of multiple projects, materials, timeframes, and lists and keeping players advised and involved as appropriate.

• Managing and updating calendars of internal and external events for Tangled Bank Studios.

• Scheduling and preparing meetings and agendas for regular communications and outreach meetings.

• Keeping track of assets and files and making sure they are stored in the right places.

• Leading and updating multiple partner contact lists.

• Preparing and distributing regular updates of media mentions/social media mentions/analytics to HHMI leadership and across teams.

• Ordering materials for communications and outreach events and mailings.

• Taking and sharing detailed notes with teams and following up with next steps.

• Working with the film production team to handle and track screening requests and approvals.

Support the creation and adaptations of promotional materials and campaigns for projects and products by:

• Assisting in the design and creation of print and digital ads, posters and other creative including updating creative assets, adding logos, and customizing invitations.

• Supporting digital marketing efforts, including the creation of e-mail signatures, newsletters, digital promo assets, and editing and customizing digital promo files.

• Researching and recommending sponsorship opportunities, experiences, products, events, meetings, and festivals.

• Coordinating mailings of promotional and outreach materials to partners including researching vendors, ordering materials, handling address lists and mailing final materials.

• Monitoring for the correct implementation of brand/logo/messaging across Tangled Bank Studios.

• Working with external vendors to create quality marketing and promotional items and materials in a timely fashion.

What you bring:

• Strong attention to detail.

• A bachelor's degree or a combination of education and related experience.

• At least two years of experience in event management.

• A consistent record of success assisting with communications campaigns, including social media, publicity, media monitoring, and event management.

• Experience with or interest in film and film publicity preferred.

• Experience with or curiosity about science, conservation, or science education preferred.

• Strong writing and editing skills with a solid command of AP Style.

• Proficiency in Adobe InDesign and Photoshop.

• A passion for mission-focused work.

• The ability to juggle multiple competing deadlines.

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 weighing up to several pounds (such as a laptop computer or tablet).

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.