American Geophysical Union (AGU) is a global community of 118,000 Earth and space scientists, advocates and experts. As the Program Manager, Meetings, you will be part of a dynamic association that publishes peer-reviewed journals and scientific books and convenes the largest Earth and space science meeting in the world. Through our initiatives, such as mentoring, professional development and awards, AGU upholds and fosters an inclusive and diverse scientific community.?
AGU offers our employees great benefits, including flexible work schedules, retirement savings options, as well as health, dental, life and disability insurance. AGU also provides exciting opportunities for professional development and tuition support.
AGU’s Workplace Values
We believe in accountability and ownership of work, by taking responsibility for decisions and results. We believe in member and customer service, and that they come first through providing high quality service.
We believe in excellence and giving it our all, through striving to be outstanding. We believe in integrity by doing the right thing, we achieve this by being honest and fair.
Our teams believe that with teamwork together we achieve more, we achieve this through collaboration. We believe in respect, that you earn it and give it, by open communication and collaboration.
What the Program Manager, Meetings does
The Program Manager, Meetings position is key in assisting AGU to accomplish its mission to promote discovery in Earth and space science for the benefit of humanity by being operational in focus. The purpose of the position is to manage the strategy, planning, implementation and execution of AGU annual meeting (Fall Meeting) while working in collaboration with the Meetings team, other AGU departments and Partners.
The incumbent serves as the interface with AGU vendor partners to ensure Fall Meetings goals and objectives are delivered in a quality, efficient and timely manner, and within budget.
This position reports to the Director, Meetings.
Develops, plans and manages implementation of activities for Fall Meeting programs with broad scope, high impact and long implementation time frames.
As team leader for the annual meeting, ensures projects are complete, accurate and on time, and frequently updates Director on progress of projects.
Manages the overall registration and housing process from start to finish including database set-up, demographic questions, and implementation timeline. Ensures all key stakeholder information is accurately captured and incorporated into the process.
Manages hotel inventory for sub-blocks for specialty societies, exhibitors, internationals, VIPs, and staff. Collaborates with Meeting Coordinator on concessions for VIP’s, Staff and Vendor housing. Handles member inquiries regarding registration, housing, and travel.
Manages and integrates processes for logistical management software system.
Manages the VIP suite/amenities and transportation arrangements for the Annual Meeting.
Works with the Directors of Meetings and Marketing to establish strategy and desired outcome for the collection and analysis of evaluation data.
Works with the Director of Meetings, and AGU Registration Partner, to design effective customer service strategies for enhancement of the user experience related to online registration and housing.
Works with internal and external partners to create and establish realistic timelines.
Serves as internal point of contact for Fall Meeting communication efforts; participates in development of marketing plan, provides information and input for registration, housing and ticketed events.
Contributes to and coordinates content for the meeting websites and publications, and reviews content submitted by other members of the department.
Liaises with AGU housing and registration partner vendors and oversees their management of the attendee, exhibitor, press, educators, staff and VIP housing and registration processes
In collaboration with the Director, oversees the implementation of floor plans, signage (both digital and print), and large structure within the annual budget.
Works with independently with assigned vendors in coordinating details for Annual Meeting. Assists with development of event specifications guide. Reviews vendor orders and production schedules to integrate planning. Reviews and processes final billing for areas of responsibility.
Recommends new meetings communication opportunities that will elevate the meetings experience for members and other stakeholders.
Works with the Director of Meetings to develop SOPs (standing operating procedures) for processes related to logistics management and registration and housing.
Identifies problems outside procedural structure and recommends procedural changes.
Provides feedback and makes recommendations to the Director for better efficiencies involving the meetings logistics and communication process; seeks and suggests possible solutions in order to ensure effective outcomes.
Develops the portion of the annual budget and individual meeting budgets pertaining to marketing, registration and housing; assures that all accounting tracking of income and expense are accurate.
Manages the creation and production of the Fall Meeting website; work with the Meetings Team to gather information; work with the IS department for set-up and implement.
Develops and distributes weekly housing and registration reports. Monitors results and suggest modifications and marketing plan to Director of Meetings and VP of Meetings.
Maintains Annual Meeting statistical data as it relates to Fall Meeting.
Develops/enhances internal and external communication strategy by developing necessary tools for staff to become educated on the Annual Meeting.
Provides the Director of Meetings with weekly, quarterly, and annual reports related to all fiscal aspects of the meetings managed throughout the year.
Provides staff attending the Annual Meeting with all necessary information and work with Director to determine resources as well as trainings.
Other duties as assigned.
What the Program Manager, Meetings brings to the team
6+ years of experience with a Bachelor’s Degree in business, communications, or a related field; with at least 5 years of experience of experience in project management or program administration; or equivalent education and work experience.
Experience in planning, organizing and problem-solving to complete multiple deadline-driven projects efficiently and on time.
Experience in an association/not-for-profit and/or scientific organization preferred.
Excellent communication skills.
The ability to communicate easily and effectively with both international and domestic members as well as AGU staff and leaders, in public and private settings.
Strong proofing and editing skills.
Strong interpersonal skills and the ability to work cooperatively with others.
Strong time management and organizational skills, as well as attention to detail and ability to manage complex logistics.
Demonstrated proficiency with Microsoft suite of products, including PowerPoint, Excel, and Word; experience with WordPress, HTML, and Photoshop is desirable.
Knowledge and experience in meetings digital applications is strongly preferred.
Ability to adapt and support new and changing technologies.
Excellent facility with numbers; ability to prepare budgets and financial projections is required.
Ability to negotiate positive results with the ability to work independently to achieve expected results is required.
Highly motivated with the ability to work independently and use good judgment in identifying and executing solutions.
Ability to multitask in a fast-paced, deadline-driven environment.
Ability to exercising highest level of discretion on both internal and external confidential matters.
The successful candidate for this position will be subject to a pre-employment background check.
AGU proudly offers a casual work environment, excellent compensation, generous work-life opportunities, and an outstanding benefits package.
AGU is an Equal Opportunity/Affirmative Action employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply.
About American Geophysical Union
Home to more than 60,000 scientists from 139 countries, AGU provides a dynamic forum for Earth and Space scientists to advance research, collaborate across disciplines, and communicate the importance and impart of science to society. Through top-ranked scientific journals, scientific meetings and conferences, and other educational and scientific programs, AGU offers opportunities to present and publish research, gain leadership experience, mentor, and freely exchange knowledge.