VACANCY ANNOUNCEMENT – ASGSR MEETING COORDINATOR
Open: Sept. 10, 2025 – Close: Sept. 26, 2025
The American Society for Gravitational and Space Research (ASGSR) is seeking a dynamic, customer-oriented, self-driven individual to serve as the Meeting Coordinator for the Society.
About ASGSR: Founded in 1984, the ASGSR is a nonprofit organization that represents a community of research scientists, technology developers, industry partners, and science educators with a passion for exploration-relevant and fundamental space science. Highly cross-disciplinary by design, the Society focuses specifically on understanding how biological and physical systems respond to all aspects of the spaceflight environment, including variable gravity conditions, radiation, isolation and others. ASGSR connects scientists, engineers, and students from all career stages to share research, encourage professional development, build collaborations, and discuss emerging issues in the field through annual conferences, publications, analysis, working groups, and advocacy efforts. With approximately 500 members spanning academia, government, and industry interests, ASGSR is a leading professional society in the space sector.
Position Summary: The Meeting Coordinator works closely with the Executive Director to plan and execute ASGSR’s annual meeting, board meetings, and other events. The Meeting Coordinator reports to the ASGSR President and Board.
Responsibilities: Key duties and responsibilities are outlined below.
Meeting Management: Support the Executive Director in preparation for the ASGSR annual meeting, board meetings, and other events. Lead planning and scoping for meetings. Coordinate all logistics, including food and beverage, audiovisual equipment, housing, and transportation requirements. Manage housing and meeting room assignments. Liaise with exhibitors and sponsors. Prepare meeting signage. Assist with meeting set-up and tear-down. Prepare welcome packets, marketing materials, and other items for distribution during the meeting.
Meeting Program Development: Support the Executive Director and the Operations and Membership Manager in managing the conference registration, abstract submission, exhibitor, and conference application portals. Serve as an ex officio member of the Meetings & Workshops Committee.
Communications: Assist the Executive Director and Social Media & Marketing Committee with communications campaigns around the annual meeting and other events.
Qualifications & Skills Required:
- Bachelor’s degree required
- Minimum 3 years of conference management experience, preferably for conferences of at least 500 participants
- Exceptional organizational, customer service, collaboration, and communications skills at all organizational levels
Work Environment:
- This is a part-time opportunity. Regular monthly work activities are estimated to require 5-15 hours per week.
- The level of effort required varies throughout the year, with the highest workload in support of the annual ASGSR Conference in the fall timeframe and the face-to-face Board meeting in the spring timeframe.
- Regular monthly work activities are performed remotely. Travel is required to support in-person meetings and events.
- Compensation is $16,000 USD, paid in monthly installments, plus travel and reasonable expenses.
Application process:
Please submit a cover letter and resume to HiringManager@asgsr.org by 11:59pm ET September 26, 2025. Reference “Meeting Coordinator” in the subject. All qualified applicants will receive consideration for employment. For questions or additional information about this position, direct inquiries can be made to HiringManager@asgsr.org.