Administrative Coordinator (Executive & Governance) Full Time NEW

The Geological Society of America (GSA) is a renowned professional organization dedicated to advancing the geosciences through research, education, and collaboration. With a global membership comprising academics, government agencies, industry professionals, and students, GSA fosters a vibrant community committed to understanding Earth’s processes and sharing scientific knowledge. The society organizes conferences, publishes influential journals, and promotes public dialogue on earth science issues. GSA values diversity, inclusion, and scientific integrity, striving to create an equitable environment where all members can contribute and thrive. As an employer, GSA is committed to equal opportunity employment and maintaining a workplace that respects and celebrates diverse perspectives and backgrounds.

About The Role

The Administrative Coordinator for Executive & Governance at GSA plays a vital role in supporting the organization’s leadership and governance functions. This full-time, non-exempt position provides comprehensive administrative support to the Associate Director of Governance and Awards, as well as other departmental leaders. The role involves managing a variety of tasks including scheduling, correspondence, event logistics, and document preparation, ensuring seamless communication and operational efficiency. The Coordinator acts as a key point of contact for internal teams, external partners, volunteers, and members, delivering exceptional customer service and fostering strong professional relationships. This position requires a proactive individual capable of managing multiple priorities in a fast-paced environment, with a focus on accuracy, professionalism, and organizational excellence. The role offers flexible hybrid or remote work options, with occasional travel to national and international meetings, including the annual GSA Connects conference.

Qualifications

• Associate’s degree required; additional education or certifications in administration, project management, or related fields preferred.
• Minimum of two years of relevant administrative experience, preferably within non-profit, association, or scientific organizations.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint), Adobe Pro, and Google Workspace (particularly Sheets and Docs).
• Experience with online meeting platforms such as Zoom.
• Working knowledge of association management software like iMIS, OpenWater, and project management tools such as Asana is advantageous.
• Exceptional verbal and written communication skills.
• Highly detail-oriented with a strong commitment to accuracy and organization.
• Ability to adapt quickly to new software and technological tools.
• Strong interpersonal skills with the ability to build and maintain diverse relationships.
• Demonstrated initiative, resourcefulness, and creative problem-solving abilities.
• Ability to work independently and collaboratively, exercising mature judgment and professionalism.
• Interest or background in geoscience or nonprofit sectors is preferred.
• Ability to handle materials up to 50 lbs and perform physical activities related to event setup and logistics.
• Commitment to maintaining confidentiality and upholding GSA’s ethical standards.

Responsibilities

• Provide comprehensive administrative support to the Executive and Governance departments, including scheduling, correspondence, and document preparation.
• Coordinate travel arrangements, reimbursements, and invoicing processes for leadership and staff.
• Prepare official letters, certificates, nomination packages, committee reports, and website content updates.
• Assist with sponsorship and volunteer leadership agreements, supporting committee activities and volunteer engagement.
• Manage logistics for exhibitor and sponsor participation, including tracking deliverables, booth assignments, and signage coordination.
• Support event planning and execution, including packing/unpacking shipments, coordinating venue and hotel bookings, and setting up event spaces.
• Track and report data related to governance activities, memberships, and event participation.
• Ensure that shared files, calendars, and inboxes are organized and up-to-date to facilitate smooth operations.
• Respond promptly and professionally to inquiries from members, partners, and staff.
• Participate actively in staff meetings, committee discussions, and external engagements, primarily via virtual platforms.
• Assist with miscellaneous duties as assigned to support organizational goals and initiatives.

Benefits

• Competitive hourly salary range of $24.00 – $28.00 per hour.
• Comprehensive health benefits including medical and dental coverage.
• Paid time off, including holidays such as Juneteenth and Indigenous Peoples Day.
• Life insurance and retirement plan options (403(b)).
• Opportunities for professional development and continuing education.
• Flexible work arrangements with hybrid and remote options to support work-life balance.
• Inclusive and collaborative work environment that values diversity and innovation.

Equal Opportunity

GSA is an Equal Opportunity Employer committed to fostering a diverse and inclusive workplace. We do not discriminate based on race, color, religion, sex, national origin, age, disability, veteran status, or any other protected class. We encourage applicants from all backgrounds to apply and contribute to our mission of advancing geoscience education and research.