Location: Geological Society of America Headquarters, Boulder, Colorado
Employment Type: Full Time
Salary: Commensurate with experience.
Meetings Manger is responsible for logistics and on-site management of the organization’s convention and meetings. Plans, organizes, coordinates, negotiates and manages site selection and convention center contracts for GSA’s Annual Meeting and other meetings. Manages vendors for annual meeting convention center activities, as well as the planning, organization, coordination and management of events held at the convention center. Meetings Manager will work with staff, volunteers and elected leaders to produce successful meetings for GSA. Also responsible for duties outlined below as well as other duties as required.
Duties and Responsibilities
Specific Duties Include:
- Co-manages site selection process for Annual meeting including evaluation and inspection of meeting and exhibit space and providing input for management decisions,
- Negotiates and manages legal review of convention center contracts three to six years out,
- Organize, coordinate and provide onsite management and troubleshooting of events being held at the convention center, including non-technical events, business and social events for the Annual Meeting,
- Manage relationship with Exhibit Sales and Management Team and coordinate arrangements for onsite exhibits,
- Manage relationship and contract negotiations with annual meeting decorator, including being the liaison between decorator and GSA staff. This includes managing the shipment of crates and materials for the Annual meeting to/from GSA HQ,
- Manage relationship and contract negotiations with Audio Visual provider for Annual meeting,
- Contribute to sponsorship program planning and assist in sponsor fulfillment as related the Annual meeting,
- Audit, reconcile and settle accounts, sends payments, invoices and statements and collect accounts as directed,
- Ensure legal, compliance of vendor contracts and site regulations,
- Plans, organizes, manages and troubleshoots other GSA meetings (i.e. Penrose conferences, Field forums and Specialty meetings) as directed,
- Establish, update and meet project schedules,
- Prepare final reports and statistics,
- Assist in analysis, preparation and management of Annual Meeting budget and develop and manage other meeting budgets as assigned,
- Manage outsourced and global meetings as assigned,
- Maintain knowledge of meeting planning and related industry developments and changes,
- Other duties as assigned by Senior Director of Meetings.
Education and/or Professional Experience:
- Bachelor’s degree required
- Minimum 5 years of experience in meeting or event planning with major contract negotiation. Exhibit experience will be a plus
- Excellent organization skills
- Proven ability to follow-through with details
- Customer service orientation
- Independent development of solutions to problems
- Previous work or volunteer experience in a non-profit organization
- Highly proficient in Microsoft Office (Word, Excel, PowerPoint, Access – iMIS preferred)
- Understands legal terms and implications relevant to meeting planning; solid contract negotiation experience
- Excellent verbal and written communication skills
- Ability to prioritize and coordinate multiple tasks simultaneously and balance work with numerous interruptions
- Tactful, discreet, team player
- High standard of personal and business ethics
- Professional behavior and appearance required
The selected candidate should be willing to travel multiple times per year, including extended time for the Annual Meeting in the fall. Qualified candidates will be subject to a background check.
Benefits include health, dental, vision, paid PTO/holidays, and a 403(b) plan.
To be considered for this position, please provide the following documents: cover letter, resume, and salary requirements
These may be sent as attachments to or mailed to:
Geological Society of America
3300 Penrose Place
P.O. Box 9140
Boulder, CO 80301
Note: Incomplete applications will not be considered
The Geological Society of America:
The Geological Society of America (GSA) is the preeminent professional society supporting the geological sciences in America. Founded in 1888, GSA has more than 25,000 members worldwide of whom about 20% are student and young professional members. In addition to a full publication program of well-respected journals and monograph series, GSA holds an annual meeting each fall attended by >6000 geoscience professionals, six regional meetings each spring, and selected collaborative international meetings, workshops, and field excursions. GSA interacts with more than sixty affiliated and associated societies across the globe.