Job Description

Requisition Number

Post Date

Program Manager, Meetings Operations



Title: Program Manager, Meetings Operations
Position Type: Full-Time
Location: Washington, DC

What we do and offer our team

AGU is home to more than 60,000 scientists from 139 countries. As the Program Manager, Meetings Operations, you will be part of a dynamic association of Earth and space scientists who advance research, collaborate across disciplines, and communicate the importance and impact of science to society. AGU offers our employees exciting opportunities through top-ranked scientific journals, scientific meetings and conferences, and other educational and scientific programs, to present and publish research, gain leadership experience, mentor, and freely exchange knowledge.
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 Operations does:

The Program Manager, Meetings Operations 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 development, planning, implementation and execution of small, mid-sized and partnered meetings while working in collaboration with the Meetings team, other AGU departments and Partners. The individual serves as the interface with our vendor partners to ensure meetings portfolio goals and objectives are the incumbent serves as the point of contact for the scientific programs contributing to the meetings in this part of AGU’s portfolio.
* Develops, plans and manages implementation of activities for OSM, AbSciCon, Chapmans, other affiliated programs with broad scope, high impact and long implementation time frames.
* Manages budget process under supervision of Director of Meetings.
* Manages the overall scientific program set up, 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.
* Partners with Director of Meetings on development of new event concepts, and implementation of new virtual elements into all meetings.
* Ensures that all technologies supporting the meetings are integrated by partnering with AGU staff and vendor partners.
* Works with Director of Meetings to evaluate events and leverage lessons learned and directions for future development and integration.
* Partners with other meetings and AGU staff to identify opportunities for future events. Participates in Meetings Committee and other volunteer meetings as needed.
* 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.
* 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 assigned vendors in coordinating details for meetings and events.
* 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.
* 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 meeting websites; works with the Meetings Team to gather information; works with the IS department for set-up and implementation.
* Develops and distributes weekly housing and registration reports. Monitors results and suggests modifications and marketing plan to Director of Meetings and VP of Meetings.
* Develops/enhances internal and external communication strategy by developing necessary tools for staff to become educated on the meetings portfolio.
* Other duties as assigned.

What the Program Manager, Meetings Operations 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.
* 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.
* Ability to adapt and support new and changing technologies.
* Excellent facility with numbers; ability to prepare budgets and financial projections 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.

To Apply:

For consideration, please submit your cover letter and resume to

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.


Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

Apply Online