The Geological Society of America (GSA) (a non-profit organization) seeks a fulltime Director of Meetings and Events for their Boulder, Colorado headquarters. The Director of Meetings and Events manages a varied portfolio of global meetings and field programs supporting GSA’s mission, vision, and strategic goals. This position will lead the planning and successful execution of GSA meetings and events, including but not limited to the Annual Meeting (approximately 7,000 attendees), Section Meetings (up to 6 meetings each year with varied attendance of 150 to 1500 attendees), GSA Penrose Conferences and Thompson Field Forums (varied numbers per year), global specialty meetings (varied numbers per year), and field programs (varied numbers per year). This includes oversight of the overall timeline and planning, programming and coordinating with staff, meeting program committees, logistics, budget, and convention center, hotel and contractor negotiations. This position is responsible for using post-meeting analysis to recommend ways to improve the meeting experience (added value) and for increasing overall meeting revenue by finding ways to effectively manage expenses and/or find new budgetary efficiencies, and increase attendance at the meetings.
This position is currently responsible for overseeing five GSA Committees: Annual Program Committee, Joint Technical Program Committee, Penrose and Thompson Field Forum Committee, Professional Development Committee, and the Academic and Applied Geoscience Relations Committee.
This individual requires a strong work ethic, ability to easily collaborate with other departments and volunteer leadership, and demonstrated capacity to work closely with the diverse GSA membership.
This position reports to the Executive Director.
Overall Duties Include:
Direct, manage and make decisions on all aspects of planning, contract negotiations, marketing, logistics, budget management, site management and meeting implementation for all GSA meetings;
High attention to detail, adherence to deadlines/timelines and ability to motivate others related to timelines;
Knowledge of best practices in convention and meeting management;
Prepare and manage budgets, financial plans and related assumptions, monthly review of financial statements, estimates, cost-benefit analysis, and other non-dollar benchmarking related to the associations meetings and events;
Adept at contract negotiation and risk management with thorough knowledge of legal issues, contract language, and potential risks in the hospitality industry. This includes assuring proper insurance and event cancellation insurance is in place;
Manage vendors and contractors related to convention and meeting management;
In coordination with the Ethics and Compliance Officer, oversee GSA’s RISE (Respectful Inclusive Scientific Events) campaign ensuring attendee safety, inclusion and adherence to GSA’s Events Code of Conduct;
Oversee the GSA Annual Meeting Crisis Management and Communication Plan, ensuring staff and vendors are aware and trained in case of emergencies, and GSA attendees have information to stay safe;
Approve and monitor meeting project plans and timelines. Present executive updates on progress;
Works with the Director of Development and Corporate Partnerships to obtain annual meeting event sponsorships;
Works with GSA Communications & Marketing staff as well as others to establish a marketing plan for and collateral material related to each meeting and event;
Ensures excellent meetings team customer service, both internal and external;
This position currently has four direct reports, oversees other Meetings Department Staff, as well as multiple external vendors, suppliers and service providers.
Knowledge, Skill and Ability:
Bachelor’s degree required;
8–10 years’ experience in meeting and/or event planning and executing large, complex meetings, with demonstrated innovation in conference management and implementation. Working with planning international meetings is a plus;
Previous work in a not-for-profit organization;
Experience in international meetings events preferred;
Certified Meeting Professional (CMP) and/or Certified Association Executive (CAE) preferred (required 1 year after hire);
Strong computer skills to include Microsoft Office and Google products; knowledge of iMIS a plus;
Creative problem solver with independent development of solutions; excellent organizational, communication and project management skills;
Ability to multi-task, balance several projects, organize and set own work priorities with proven ability to follow through on details and work in progress;
Ability to communicate with scientists and other professionals in a business environment;
Ability to perform well in time-pressured environment with many interruptions;
High-energy team player easily collaborating with several association departments;
Professional behavior and appearance required;
Tactful, discreet, sound personal and business ethics.
Working Environment/Physical Activities
Extensive computer usage – sitting six or more hours per day, multiple projects and multiple deadlines that create a demanding work environment are standard;
Move and lift luggage, computer equipment, and supply boxes that could weigh more than 20 pounds;
Stand and / or walk for long periods of time while on-site at meetings;
Periodic travel required throughout the year for future meeting planning visits, travel to annual meeting for up to 10 days once each year; and other travel as necessary. International travel may be required. May include evening and weekend work.
GSA offers a variety of benefits including medical / dental / vision, 403(b) matching, PTO. Salary range for this position is dependent upon experience. This position must be performed in the Boulder GSA headquarters.
A cover letter is required along with a resume and three professional references (names, addresses, and e-mail addresses). The cover letter must detail why you’re the perfect fit for this position including examples of meetings / events that you have managed (be precise in explaining your experience in the cover letter). Please submit your application as well as salary requirements to HR@geosociety.org no later than October 19, 2018.
About The Geological Society of America
As an international scientific society, GSA serves members in academia, government, and industry around the world. Since 1888, GSA’s meetings, publications, and programs have enhanced the professional growth of geoscientists and fostered geoscience stewardship and service. GSA encourages cooperative research and public dialogue on geoscience issues and supports all levels of earth-science education.
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