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Meetings Coordinator

The Meetings Coordinator reports to the Meetings Director to produce quality events by SSA on behalf of its membership and broader seismological community.  This work includes managing the program development and registration processes, data analysis and reporting, and scheduling/logistics related to meetings.  Currently, there are two in-person conferences:  the Annual Meeting (April) and the Fall topical meeting.  Along with other SSA team members, the meetings coordinator attends the Annual Meeting.

All candidates must be California residents to be eligible for consideration. There is a strong preference to hire someone who is living in the San Francisco Bay Area. It is assumed that the position will be worked remotely, and on occasion, the person may need to work from the office. Working from the office is also possible if desired by successful candidate.

Essential Duties and Responsibilities

Program Development:  

  • Using the online tool, produces clean data/content and works with volunteers, vendors and staff to produce a meeting app, program booklet, abstract book and meeting website.
  • Create session proposal system through online tool (OpenWater)
  • Create abstract submission tool through online tool (OpenWater)
  • Interacts with a global community of seismologists, vendors, contractors and staff. 


  • Works with technology consultant to build and test registration forms
  • Handles customer service questions related to registration 
  • Processes all registrations and refunds 
  • Acts as lead person on-site for registration, preparing and training volunteer (colleagues, members)


  • Identifies venues and vendors for events and activities that take place in conjunction with the meetings.  
  • Organizes and coordinates shipments for the Annual Meeting
  • Recruits volunteers, as needed, to support on-site Annual Meeting operation 


  • Coordinates virtual trainings and mentoring sessions during the year
  • Pursues special projects, as assigned by supervisor 

Minimum Education and Experience Requirements

  • Bachelor’s degree required.
  • 3+ years in a workplace setting: membership, meetings, customer service or administrative assistant role.
  • 3+ years experience relevant meeting-related experience.
  • Experience working in a non-profit organization is a plus, but not required. 
  • Strong written and oral communication skills, along with the willingness to pitch in and support others, as needed, are essential.
  • Strong experience working with databases or Excel.

Knowledge, Skills and Abilities Requirements

The position will report to the Director of Meetings and will support many SSA functions. SSA is a small organization, and as such, teamwork is essential, and this position will work closely with all staff members. Successful candidates will also have these qualifications:

  • Demonstrated excellent Excel skills and general web savviness.
  • Data analysis skills, including the ability to generate metrics-driven reports to assist in managing SSA’s operations. 
  • Robust listening skills and ability to express oneself clearly in writing and verbally.  Excellent spelling, grammar and editing skills. 
  • Strong customer service approach, including diplomacy, tact and the ability to maintain the highest level of confidentiality. 
  • Track record of reliability/dependability, experience prioritizing multiple projects, including the ability to meet deadlines
  • Demonstrated team working skills, with an emphasis on communication. 
  • Demonstrated ability to work in a hybrid or remote working environment, including evidence of productivity while working remotely

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