Meeting Planner

The Geological Society of America seeks to hire a Meeting Planner

The Geological Society of America is looking for a Meeting Planner to join our Team!

About Us

The Geological Society of America (GSA) (https://www.geosociety.org) unites a diverse community of geoscientists in a common purpose to study the mysteries of our planet (and beyond) and share scientific findings. Members and friends around the world, from academia, government, and industry, participate in GSA meetings, publications, and programs at all career levels, to foster professional excellence. GSA values and supports inclusion through cooperative research, public dialogue on earth issues, science education, and the application of geoscience in the service of humankind.

GSA is an Equal Opportunity Employer and GSA is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the business organization and are valued for their skills, experience, and unique perspectives. This commitment is embodied in our organizational policies, and the way we do business at GSA, and is an important principle of sound business management. Please see GSA’s Commitment to Diversity.

The Job

The Meeting Planner will work with committee members of GSA Sections to plan section meetings and develop registration, field trips, and meeting logistics.  This position is responsible for the Field Trips and Registration at the Connects Meeting. Additionally, you will help with our annual meetings and other meetings as assigned. You will become an integral part of our organization working with GSA staff, volunteers, and elected leadership to produce successful meetings for GSA.

Essential functions but not limited to:

Section Meetings

• Coordinates up to three meeting logistics with GSA Section Meeting Chairs in a timely manner to ensure quality meetings
• Reviews, advises, and contributes to the language for event/hotel contracts for all section meetings.
• Assures follow-through on all aspects of section meeting contracts, with regards to deposits, room block reports, and insurance.
• Reviews and provides assistance with the building of section meeting budgets.
• Obtains vendor quotes and coordinate selection of vendors needed for meetings with Meeting Chairs. Oversees the contracted vendors until meeting is completed.
• Builds online registration site collecting the required rates and information including field trips, short courses, ticketed events, etc.
• Coordinates with exhibits chair to develop exhibitor application, pricing, and floorplan. Manages exhibitor content on the GSA website. Coordinates booth and poster board orders with the property CSM and event decorator.
• Collects all event information from the local committee to be included in the meeting announcements in GSA publications (GSAT).
• Coordinates with vendors to assure all contracted services are met. Coordinates meeting material shipping to and from meeting.  
• Manages pre-registration including answering any questions, entering in paper registration forms, phone calls, printing badges, etc.
• Audits and maintains registration data and related financial information, prepares summary reports, including keeping statistics reports up to date.
• Contract with merchandise vendors as it pertains to registration.  Badge stock, badge holders, on-site supplies, etc.
• Research, update and adjust registration system, process, technology, equipment and methods, as needed.
• Develops, updates, and follows registration policies and procedures for Section Meetings.
• Attends assigned section meetings to handle registration, coordinates with vendors, handles meeting logistics, and attends to other on-site section meeting related items as needed.
• Schedules and attends pre-convention meetings to ensure all meeting details are covered.
• Reviews all invoices along with Section Meeting Chair, obtains proper approval for invoices, collects any outstanding funds, and works with internal GSA Staff to reconcile section meeting accounts.
• Serves as first responder onsite for GSA RISE program to ensure the safety and wellbeing of all attendees.
• Other duties as assigned per section meeting.

Connects Meetings

Field Trips:

• Manages all aspects of the field trip proposal submission process each year.
• Works directly with Conference Exchange to create the public database for proposal submissions.
• Provides access and training to the Field Trip Chair(s) within the Conference Exchange program.
• Works directly with Field Trip’s Chair(s) and Leaders to provide budget templates, obtain individual trip budgets, and review budgets for all proposed field trips within deadlines and guidelines. Work directly with the Director of Meetings to price each field trip.

• Fields logistical questions from field trip leaders.
• Reviews all hotel and catering contracts, and obtains appropriate signatures.
• Coordinates group transportation needs:

• request RFPs to transportation companies (both motor coaches and van/SUV rentals) and establish the main contact
• selects and ensures timely vehicle reservations close to early registration deadline, delivery, and appropriate return.

• Ensure GSA Field Safety policies are:

• communicated to all leaders and participants,
• appropriate forms are submitted from all participants,
• first aid kits are distributed (and returned to GSA), and
• is available by cell phone throughout the field trip in case of any emergencies or logistical issues.

• Ensures receipts from all field trip leaders are received and process reimbursement checks timely.

Registration:

• Builds online registration site collecting the required rates and information including field trips, short courses, ticketed events, etc.
• Manages pre-registration including answering any questions, entering in paper registration forms, phone calls, emails , etc.
• Assist meeting attendees with ADA requests made by email, phone, and the special request box on the registration submittal page including mobility, ASL, hearing impaired, sight challenges, etc. 
• Administers, plans, coordinates, and supervises all aspects of on-site registration at GSA Connects Meeting, including registration schedules, area set up, staffing needs, training and overseeing of staff/volunteers, and troubleshooting registration issues.
• Responsible for sign making/printing for technical session signs as well as other signs.
• Other duties as assigned.

Other Department Responsibilities

• Coordinate GSA Today and GSA Connection with editorial staff and circulate page proofs to others in the department.
• Communicate with GSA members and non-members on various requests for information, and other inquiries.
• Communicate with GSA members and non-members on various requests for information regarding section meetings, Connects meetings, and other meetings as assigned.
• Other departmental tasks as directed

Knowledge, Skill, and Ability:

• Associate or Bachelor’s degree preferred.
• Three years in a team-oriented, professional business environment.
• Three years of event or logistical planning.
• Working knowledge and troubleshooting experience with standard office equipment.
• Proficient with Microsoft Office Products (Word, Excel, Access) and Google products (Gmail, Google Drive); knowledge of iMIS a plus.
• 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 make independent decisions and use exceptional judgment; ability to establish, track and meet deadlines.
• Ability to communicate with scientists and other professionals in a business environment.
• Excellent oral and written communication skills.
• Ability to work independently to complete repetitive clerical tasks.
• Ability to perform well in time-pressured environment with many interruptions.
• Professional behavior and appearance required.
• Tactful, discreet, exceptional personal and business ethics

Working Environment/Physical Activities

• Extensive computer work. Sitting several (more than 4) hours at a time.
• Moving and lifting luggage, computer equipment, and supply boxes that could weigh more than 20 pounds.
• Standing and walking for long periods of time while on-site at meetings.
• Travel to Connects meeting for up to 10 days once each year; travel to assigned Section Meetings each year, and other travel as necessary.
• Many deadlines and time constraints.
• Overtime work is required periodically.

An ideal candidate will have an Associate’s or bachelor's preferred with a minimum 3 years of professional meeting experience (Nonprofit or association experience preferred.

The position is full-time.  GSA Headquarters is located in Boulder, Colorado. For the right candidate, this position may be conducted remotely. The salary range is $54,000 - $67,500 based on experience. GSA provides excellent benefits, including medical, dental, PTO, life insurance, retirement, and opportunities for professional development.

If you are interested in this position, please go to GSA Career Center to apply, review the complete job description and submit a resume along detailed cover letter regarding your fit and experience for this position. This position will be reviewed on an ongoing basis and interested applicants are strongly encouraged to apply immediately. The deadline for submission is Wednesday, April 12, 2023, at 5:00 pm. 

GSA is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the business and are valued for their skills, experience, and unique perspectives. This commitment is embodied in Organization policy and the way we do business at GSA and is an important principle of sound business management. Equal Opportunity Employer: minority/female/disability/veteran.