Administrative Coordinator, Executive & Governance

Geological Society of America • Washington, DC

3d • $24 - $28 • Hybrid

About The Position

The Administrative Coordinator plays a crucial role in providing comprehensive executive administrative support across departments. Key responsibilities include ensuring effective communication and project implementation while overseeing a variety of administrative tasks in support of assigned programs. The role interacts and collaborates with staff in various departments plus leadership and other stakeholders, including committee members, volunteers, and customers, which requires exceptional responsiveness and customer service. Additionally, the Administrative Coordinator is instrumental in helping to develop and refine new and existing processes to achieve organizational goals. The person in this role will thrive in a fast-paced, member-centered, and mission-driven environment.

Requirements

• An associate’s degree is required, though additional education or certifications will be favorably considered. At least two years of relevant administrative experience is preferred.
• Dedication to continuous learning, professional development, and innovation, actively seeking opportunities to enhance skills and contribute to the advancement of the organization.
• Highly detail-oriented with a commitment to accuracy and the ability to produce precise work consistently in a fast-paced, accountability-driven environment.
• Proficiency in MS Office Suite, Adobe Pro, Google Suite (particularly including Excel and Google Sheets), and online meeting platforms like Zoom are essential. A working knowledge of iMIS, OpenWater, and project management software like Asana are preferred. The ability to quickly adapt to new software systems is required.
• Exceptional verbal and written communication skills are needed.
• Initiativeness, resourcefulness, creativity, analytical reasoning, and effective process management are necessary.
• Ability to work both independently and collaboratively, with a professional demeanor and the capacity for mature judgement in interactions with all levels of Society members, staff, and external stakeholders. Skills in building and maintaining diverse and multicultural relationships are crucial.
• Required ability to maintain confidentiality and effectively organize and prioritize numerous tasks and deadlines.
• The highest ethical standards and strong commitment to upholding GSA’s scientific integrity initiatives and RISE policies are required.

Nice To Haves

• A background or strong interest in geoscience and/or experience in non-profit or association settings is preferred.

Responsibilities

• Provides primary administrative support for the Executive/Governance Department, and supports leaders in other departments, including the Center for Professional Excellence, Sales, and Public Policy.
• Coordinates travel arrangements, reimbursement and invoicing processes upon request.
• Prepares executive letters and certificates. Assembles nomination packages, committee reports, and website content updates. Prepares online platforms for nominations and election ballots.
• Assists in the preparation of sponsorship and volunteer leadership agreements. Supports GSA Committees and volunteer groups by scheduling meetings, taking minutes, catering, and facilitating communication.
• Handles exhibitor and sponsor logistics, deliverables, and fulfillment, including tracking and creating sales items, trade show booth assignments, decorator services, and providing timely information for signage and advertisements to the Marketing department.
• Coordinates data collection, tracking, and reporting.
• Contributes to the success of GSA events by packing/unpacking shipments and by providing logistical support for field trips, short courses, and exhibitors, including schedules, hotel/venue bookings, room and booth setup, and floor plans.
• Answers phone calls and monitors shared email inboxes.
• Ensures that shared files, inboxes, and calendars are up-to-date and organized to ensure accuracy.
• Provides the highest level of customer service, including timely response to external and internal inquiries in a professional and friendly manner.
• Participates in GSA staff/team meetings, committee meetings, and external engagements as required, with an emphasis on active virtual attendance via platforms like Zoom.
• Other duties as assigned.

Benefits

• GSA provides excellent benefits, including medical, dental, and PTO, which include paid holidays, life insurance, 403(b) retirement, and opportunities for professional development.
• Additional recognized time off includes Juneteenth and Indigenous Peoples Day in 2026.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 11-50 employees