Meetings Director (Closed)

Earth Science Information Partners - Remote

*This position is closed. *

Earth Science Information Partners Meetings Director

Remote – Full time Position
Desired Start Date – October 1, 2019

Effective use of Earth science data and information systems involves on-going communication, application, and evolution of many best practices across a distributed community. The Earth Science Information Partners (ESIP, is a broad-based, distributed community of science, data and information technology practitioners who come together at the grass-roots level, reducing the time and barriers to implementing system changes and adopting technologies that allow for cross-community interoperability, increased data usage, and additional societal benefits.

Job Overview 

ESIP is seeking applicants to join our core team in the position of ESIP Meetings Director. The ESIP Meetings Director will support the organization of at least two national ESIP meetings per year as well as several smaller convenings. The Meetings Director is expected to be passionate about the Earth science informatics community, self-motivated, and able to operate independently and effectively in a work environment based largely on the use of communications technology, rather than daily face-to-face interactions.

Essential Duties & Responsibilities

Under the direction of the ESIP Executive Director, the Meetings Director coordinates, organizes, develops, and executes presence at conventions, conferences, and ESIP annual meetings, the ESIP travel program, and all other ESIP events.

The Meetings Director will:

  • Plan, coordinate and implement ESIP semi-annual meetings, special events and other meetings, conferences and special projects;
  • Handle aspects of event management, including venue selection, registration, food and beverage, transportation and other operational logistics;
  • Consult with ESIP staff and sponsors to plan details such as number of persons expected, display space desired and food service schedule;
  • Direct workers in preparing banquet and convention rooms and erecting displays and exhibits;
  • Inspect rooms and displays for conformance to needs and desires of group;
  • Staff registration desks;
  • Create pre-meeting content such as name tags, at-a-glance, swag, online meeting content;
  • Effectively negotiate terms and conditions with event venues and partners to meet service expectations and ensures appropriate expense management;
  • Manage budget for each event and provide recommendations to the ESIP Executive Director with regard to event management decisions. Create and maintain financial event reporting documents for ESIP to include estimates for future budget cycles, logistics budget summaries, and submission of comprehensive post-event reporting information;
  • Support the community-developed meeting content, including plenary sessions and poster sessions;
  • Arrange on site media and publicity, handle special functions and complaints, and perform other duties to promote goodwill;
  • Develop and implement meeting communication strategy including guidance to presenters, attendees, and social media content;
  • Develop and implement a meeting sponsor program that is profitable.

    For a full description of all roles, see


This is an outstanding opportunity to be a connector, enabling Earth science informatics through collaboration. Therefore, first and foremost, the Meetings Director must be committed to the mission of ESIP. An undergraduate or graduate degree in informatics, Earth/environmental sciences, communications, information and library science, or related areas and/or experience or business management is desired.

Additionally, the successful candidate will be able to demonstrate:

  • A minimum of 3 years work experience, including 1 or more years of proven community leadership, outreach and/or meeting or event planning experience;
  • Strong writing and communication skills (Applicants should include links to their blogs, presentations, and other technical writing with their resume);
  • Ability to communicate across stakeholder groups;
  • Excellent interpersonal skills;
  • Ability to thrive in a fluid, unstructured, entrepreneurial environment;
  • Flexibility and the ability to work autonomously as well as take direction when needed;
  • Strong analytical and critical thinking skills;
  • Strong community engagement and facilitation skills, including the ability to be neutral and inclusive;
  • Existing relationships with, or ability to build relationships with, diverse community members.
  • Experience with hotel contract negotiation is desirable.

About the Job


Must be able to travel to support 6-8 meetings per year. The Meetings Director may have additional travel for training and other events that are needed to acquire and maintain proficiency in fulfilling the responsibilities of the position.

Work Environment

This position may be remotely based. Access to a major transportation hub and robust Internet connectivity is essential.


Compensation for the position is competitive and commensurate with experience.

How to Apply

Applications should include:

  • Resume/CV. Please include links to past events organized and your role;
  • Letter of interest that describes why you want to work in the ESIP community;
  • Three reference contacts.

Applications should be sent electronically to

Applications will be reviewed immediately and applications received before Friday, August 30, 2019 will receive first consideration.

The position will remain open until filled.

Overview of the Organization

ESIP was formed by NASA in 1998 in response to a National Research Council recommendation calling for the involvement of community stakeholders in the development of NASA’s Earth Observing System Data and Information System (EOSDIS ) as a critical element of the U.S. Global Change Research Program. The essence of this charge is the heart of the ESIP Federation’s mission: “To support the networking and data dissemination needs of our members and the global community by linking the functional sectors of observation, research, application, education and ultimate use of Earth science.” Since 1998, ESIP has grown to include over 110 member organizations.

ESIP is a non-profit 501(c)(3) scientific and education membership organization. Currently, ESIP receives funding from NASA, NOAA and USGS to provide a platform to support the community with neutral space for virtual and face-to-face workshops, technical meetings, and conferences to support community-driven collaborations around shared Earth science data and information issues.

ESIP does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. ESIP Employee Search & Selection Policy