Washington, D.C.
New England
Hybrid (Rockville, MD)
Alexandria, VA
Posted: 29-Aug-24
Location: Washington, D.C.
Type: Full Time
Categories:
Required Education:
The Ecological Society of America, founded in 1915, is the world’s largest community of professional ecologists and a trusted source of ecological knowledge, committed to advancing the understanding of life on Earth. The Society publishes five journals and a membership bulletin and broadly shares ecological information through policy, media outreach, and education initiatives. ESA welcomes and encourages participation by all individuals regardless of age, culture, ethnicity, gender identity or expression, national origin, physical or mental difference, politics, race, religion, sex, sexual orientation, socio-economic status, or subculture. ESA is located in Washington, DC and the position will require two days in the office.
Position Overview
This position coordinates and organizes logistical arrangements and planning for ESA small meetings and the Annual Meeting. The ideal candidate will have excellent customer service skills and experience working in meetings and events field. Duties include:
- Oversee and set up all in house meetings and events to include All Staff events
- Provides assistance with booking offsite meeting locations and housing
- Coordinate the ESA Awards program nomination submissions and committee reviews in the awards submission database
- Oversee the Buell/Braun student awards lifecycle
- Manage awards inbox and assist with meetings team and registrar inboxes
- Provide general logistics support for the Annual Meeting as assigned
- Work with the Meetings Program Associate on program updates and abstract/speaker management in the abstract management database
- Manage the student volunteer program for the Annual Meeting
- Work with decorator on all signage and shipping requirements for the Annual Meeting
- Assist in the development of meeting content, updates and posts for the conference website; make website updates as needed
- Assist Administrative/Governance Assistant with all general registration processes as needed/assigned, and create registration sites for smaller meetings in iMIS
- Manage the logistics of ESA’s yearly Chapter meeting(s)
- Oversee invoicing requests for the Annual Meeting abstract fee
- Setup post-meeting surveys and analyze responses
Requirements
- BA/BS degree with 3 years of work experience, ideally with a nonprofit membership organization
- Proficient with Microsoft Office Products (Word, Excel, Outlook Teams and Power Point)
- Able to meet deadlines, with an ability to handle multiple tasks with varying timelines and needs
- Ability to work independently and as part of a team
- Strong planning and organizational skills with great attention to detail
- Self-starter with a high level of energy
- Excellent written and verbal communication skills
- Familiarity with iMIS or other membership database systems is preferred
- Planstone experience is a plus but not a requirement
- Ability to learn new technologies and processes quickly
- Travel (approximately 10%) which includes weekends
Please email a cover letter with salary expectations and resume, combined in one pdf file, to resumes@esa.org with “Meeting Coordinator” in the subject line. Application review will begin September 16th. Interviews for shortlisted candidates will begin shortly thereafter. The position is open until filled.
ESA is an equal opportunity employer and is committed to developing a diverse, dynamic team and inclusive workplace. ESA does not discriminate on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity, veteran status, disability, or any other status protected by law or regulation.