Manager, Meeting Experience (51641)

Job DetailsJob Location: AMERICAN GEOPHYSICAL UNION - WASHINGTON, DC 20009Position Type: Full TimeEducation Level: 4 Year DegreeSalary Range: $75,096.00 - $125,160.00 Salary/yearTravel Percentage: Up to 25%Job Shift: DayJob Category: Other   Job Title Manager, Meeting Experience Date Updated: March 2026 Reports To: Director, Meeting Experience Supervisory Role No FLSA Classification: Exempt Grade: 7   WHO YOU ARE (Position Summary)   As the Manager, Meeting Experience, you are the primary coordination and accountability owner for all attendee-facing digital platforms and systems across AGU’s meetings portfolio. You will translate the Director of Meeting Experience’s strategic vision into well-integrated technology solutions by defining requirements, coordinating delivery across technical partners and in collaboration with the AGU meetings team and departments, and ensure all platforms perform to standard before and during each event. The division of responsibility within and around the Meeting Experience team is: the Director, Meeting Experience sets experience strategy and holds overall accountability for attendee technology performance; the Manager, Meeting Experience defines what needs to be built, coordinates with AGU departments and the teams doing the work, and owns quality assurance and sign-off; AGU’s project manager, technical team, and external vendors perform the actual technical build and integration work; and the Specialist, Meeting Experience manages attendee-facing data, content, and process coordination within platforms once they are live. You serve as the primary liaison between the Meeting Experience team and AGU’s project management function, AGU departments, and external technology vendors—translating experience design goals into actionable technical requirements and holding delivery partners accountable for outcomes.   WHAT YOU WILL DO (Duties and Responsibilities)   Attendee-Facing Platform Coordination Working across the AGU enterprise, coordinate attendee-facing meeting technologies across the portfolio, including the event mobile app, meeting website, virtual session platforms, live captioning systems, matchmaking tools, and AGU TV. Define platform requirements, timelines, and acceptance standards for each system across every meeting; communicate these clearly to the project manager, AGU departments, and vendors responsible for execution. Track build and configuration progress across all platforms, identifying risks to timeline or quality and escalating to the Director, Meeting Experience and relevant project manager as needed. Review and sign off on completed platform builds before launch, validating that systems meet defined requirements and are ready for attendee use. Maintain platform documentation including requirements, acceptance criteria, configuration guides, and version histories for each event.   Virtual & Hybrid Meeting Technology Define requirements and coordinate delivery for virtual and hybrid meeting components, including platform configuration, speaker and session integration, and live-event support, within the strategic direction set by the Director and in collaboration with AGU meetings staff and AGU departments. Serve as the primary internal point of contact with virtual meeting platform vendors (e.g., EventPilot, Zoom, streaming providers) on deliverables, timelines, and service levels—coordinating with the project manager to ensure vendor work stays on track. Work with AV vendors, production partners, and the AGU departments to ensure seamless integration requirements between physical and virtual session environments are clearly defined and met. Serve as the onsite coordinator for virtual session technology during hybrid events, working with AV teams and the technical team to ensure issues are identified and resolved promptly.   Data Integration Oversight Define the integration requirements between all attendee-facing systems, including registration and housing platforms, badge systems, the event app, session scheduling tools, and onsite technology; document these requirements clearly for the technical team and vendors who will implement them. Work with the project manager and AGU departments to ensure integration work is scoped, resourced, and scheduled appropriately within each meeting’s master timeline. Review integration specifications and data flow designs produced by the technical team, providing feedback based on attendee experience requirements and escalating concerns to the Director, Meeting Experience. Validate that completed integrations function correctly and that data flows accurately between systems; sign off on integrations before each event goes live. Coordinate with the Specialist, Meeting Experience to identify data accuracy issues or gaps in the attendee-facing experience that may indicate underlying integration problems. Serve as the Meeting Experience team’s point of contact for integration-related questions and decisions throughout the event lifecycle; escalate structural or architectural questions to the Director, Meeting Experience and AGU’s Digital/IT teams.   Website Coordination Define content and functional requirements for meeting websites and communicate them to AGU’s Digital and Communications teams and the project manager responsible for build delivery. Track website milestones and manage the content review and approval workflow, coordinating between the Meeting Experience team, Digital, and Communications to ensure on-time, accurate launches. Review and sign off on meeting websites pre-launch, ensuring content accuracy, accessibility standards, brand compliance, and functional correctness. Serve as the primary bridge between the Meeting Experience team’s content needs and the Digital team’s technical capacity, following up to ensure delivery against agreed timelines.   System Readiness & Quality Assurance Develop system readiness plans for each meeting, defining testing schedules, acceptance criteria, and go/no-go standards across all platforms; coordinate with the project manager to ensure testing is resourced and scheduled. Direct and review load testing and end-to-end functional testing of key systems (e.g., registration platforms, abstract management integrations) conducted by the technical team or vendors in advance of high-traffic deadlines. Review test outcomes, track remediation items, and confirm with the technical team that issues are resolved prior to launch or live-event cutover; hold sign-off authority on system readiness. Maintain a system readiness status tracker that provides meeting leadership with clear visibility into platform health and readiness across the portfolio.   Vendor & Partner Coordination Serve as the Meeting Experience team’s primary relationship contact for meeting technology vendors, working with vendors on requirements, timelines, and issue escalation—coordinating with the project manager on overall vendor delivery tracking. Monitor vendor performance against contractual commitments and meeting timelines, escalating service level concerns to the Director, Meeting Experience. Support the Director, Meeting Experience in RFP processes for technology vendors, contributing requirements documentation, evaluation criteria, and vendor assessments based on experience with platform delivery. Evaluate emerging meeting technologies and platforms, providing recommendations to the Director based on functionality, integration feasibility, and alignment with attendee experience goals.   Cross-Functional Coordination & Project Oversight Serve as the Meeting Experience team’s primary liaison to AGU’s project manager, Digital, IT, Communications, and Scientific Content Management (SCM) and other AGU teams on technology-related meeting deliverables. Translate experience design decisions from the Director, Meeting Experience into clear, actionable technical requirements for the project manager, technical team, and vendors. Track the technology workstream within each meeting’s master project timeline in coordination with the project manager, flagging risks and dependencies to the Director and relevant Assistant Directors. Participate in cross-departmental planning meetings related to technology and represent the Meeting Experience team’s requirements and priorities. Performs other duties as required or assigned, which are reasonably within the scope of the duties in this job classification.   WHAT YOU WILL BRING (Qualifications, skills, and experience)   Bachelor’s degree in Event Management, Communications, Information Technology, or a related field, with 5+ years of experience coordinating or managing meeting or event technology delivery; or equivalent combination of education and experience. Demonstrated experience defining technology requirements and overseeing delivery by technical teams or vendors for large-scale events, preferably including both in-person and virtual/hybrid formats. Experience working alongside a project manager or in a matrixed technical environment where delivery responsibilities are shared across teams. Experience managing or coordinating external technology vendors across the full event lifecycle. Experience in an association, nonprofit, or scientific organization is preferred. Understanding of event technology platforms, system integrations, and data flows in an events context—sufficient to define clear requirements, evaluate technical proposals, and validate that integrations are working correctly, without personally building them. Project coordination skills, with the ability to manage complex timelines across multiple systems, technical partners, and stakeholders simultaneously. Familiarity with event technology platforms including event apps, virtual/hybrid platforms, registration systems, and website CMS tools; experience with EventPilot, Maritz, Confex, iPosters, or comparable platforms is highly desirable. Ability to translate experience design goals into clear technical requirements for project managers, developers, and vendors; and to translate technical constraints and trade-offs back to non-technical stakeholders. Demonstrated ability to hold external vendors and internal technical partners accountable to requirements and timelines, and to escalate performance issues constructively. Experience reviewing and signing off on system builds, integration outputs, and QA results in an events or technology context. Professional and effective written and verbal communication skills, including the ability to produce clear requirements documentation and status reporting. Proficiency with Microsoft Office Suite; experience with project management tools (e.g., Monday.com, Asana) is a plus. Ability to perform with composure under deadline pressure, particularly during high-stakes pre-launch and live-event periods. Capable of exercising the highest level of discretion on confidential system, vendor, and organizational matters.     AGU ESSENTIAL VALUES Accountability: Own it. Excellence: Give your all. Member & Customer Service: Members & Customers first. Teamwork: Together everyone achieves more. Respect-Earn it and give it. Integrity- Do the right thing.     HIRING SPECIFICATIONS: We understand that it is unrealistic for candidates to fulfill 100% of the criteria listed in a job posting. However, we encourage you to apply if you meet the majority of the requirements because we know that skills evolve. If you are willing to learn and evolve alongside us, join our team! Full-time, Exempt, remote position in many US states. (We are NOT hiring in WA, OR, and CA for now) Work Authorization: We will not sponsor applicants for work visas in the US. AGU will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990. Veterans and individuals with disabilities are encouraged to apply.                                                                                                                                                                                                                                                       Employee’s Signature                              Printed Name                                                                                                      Date                                                                                                                                                                                                                                                                       Supervisor’s Signature                            Printed Name                                                                                                      Date      Qualifications