Meetings Administrator

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This administrator position plans and implements SPE Conferences, Workshops and other SPE meetings as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

  • Organize conferences and all meeting logistics (meeting rooms, audio/visual equipment, catering, signage, etc.) in a timely manner.
  • Proactively supports official contractors.
  • Supports Meeting Manager with conference elements as designated.
  • Work with Senior Manager and Manager to develop event budget to manage expenses and identify new opportunities for revenue.
  • Coordinate marketing/printing of materials with marketing department.
  • Interact with various Conference Committees by communicating and attending Committee Meetings and Preparing Agenda and Minutes of Committee Meetings when required.
  • Create & Maintain Meeting Request for Proposals (RFP’s) for conferences
  • Coordinate the event selection and hotel contract with direction and approval from Senior Manager and Manager
  • Preparation of conference/workshop event timeline
  • Assisting Meetings Manager with budgetary process as required
  • Site inspections of venues when required
  • Coordinating with registration department, to create registration forms and conference pricing for publication on web site and other marketing materials.
  • Assist with Conference Programming including liaising with other SPE offices and administration of the Paper Proposal Management System
  • Communicating with authors on submission of manuscripts and liaise with committee members/session chairpersons
  • Assist in updating meeting web site and marketing materials including Event Brochures, Call for Papers, Conference Preview and Conference Program
  • Preparing Visa application letters, Itineraries, Run sheets, Scripts
  • Compiling Event Statistics and Survey Summaries
  • Communicating with Sponsors and Exhibitors to collect Corporate Logos and fulfill Sponsorship deliverables. Maintaining accurate spreadsheets of sponsorship and exhibit sales.
  • Prepare Staging Guides using established template and Meeting Matrix software for room-set diagrams.
  • Attend assigned events to support committee, handle on-site registration and work with on-site staff to ensure all logistics and catering needs are set-up as planned, and to coordinate any last-minute adjustments. May be required to work independently on site.
  • Act as liaison between exhibits decorator and SPE Exhibits coordinator and/or manager to set up exhibition part of the conference.
  • Develop post-event reports outlining recommendations for future events, budget reconciliation and survey results.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Degree, Certification and/or five years related work experience; or equivalent combination of education and experience.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and business correspondence. Must have effective oral and written communication skills.

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.


  • Excellent Customer Service Skills
  • Microsoft Word, Excel and PowerPoint
  • Microsoft Outlook
  • Data entry speed and accuracy required
  • Visio or Meeting Matrix Software
  • Self-Motivated
  • Detail Oriented
  • Project Oriented
  • Work independently with little supervision
  • Service oriented team player
  • Good written and oral communication skills
  • Adaptability and flexibility of assigned tasks
  • Willingness to work overtime, as required
  • Willingness to travel occasionally, as required

About 20% (depending on the tasks assigned) within North America

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet to moderate.

About this company
The Society of Petroleum Engineers is the largest individual-member organization serving managers, engineers, scientists, and other...