Project Manager – Technical Convenings & Operations

Job description

Position Title: Project Manager – Technical Convenings & Operations



Reports To: Program Director and Innovation Manager



Type: Part-time (potential to grow into full-time)



Location: Flexible within Europe



ABOUT CATF:



Clean Air Task Force (CATF) is a nonprofit organization working to safeguard against the worst impacts of climate change by catalyzing the rapid global development and deployment of low-carbon energy and other climate-protecting technologies.

This is accomplished through research and analysis, public advocacy leadership, and partnership with the private sector.

CATF is highly respected for its deep expertise and research on energy and industrial systems and potential strategies, technologies, and policies that can radically shrink their impact on the planet's atmosphere.

Our team of experts and advocates (and global network of subject matter experts and civil society partners) put this research and knowledge into action by designing and enacting public policies that drive toward zero emissions.

We also support policies and work directly with private industry to innovate in technology to make the path to zero emissions swift and affordable.

CATF has offices in Boston, Washington D.C., and Brussels, with staff working virtually around the world.





As part of our ongoing efforts, we are seeking a highly motivated Program Manager to join our geothermal team.

The successful candidate will be stepping in to a function that has a strong foundation, but there's still plenty of opportunity to shape how we operate.

In this role we are seeking both a self-starter and systems-thinker who can identify gaps, create clarity and help design solutions that elevate program outcomes.



ABOUT UNDERGROUND VENTURES:



UGV invests in early-stage technology companies with the aim of generating geothermal energy anywhere.

Fields include advanced drilling, well casing, rig/supply chain, reservoir development, and turbine/energy conversion.





Built by startup founders, UGV takes risk before conventional venture capital is able to, and works with inventors and technologists to scale beyond first-of-a-kind deployments.

UGV is not a fund, it's a technology investment firm.





Energy transformation needs more than just technology.

UGV expects to publish progress, insights, and blueprints, allowing the community to build thousands of geothermal heating and power plants over the next 20 years.





ROLE:



We are seeking a highly organized, detail-oriented, and proactive Project Manager to support and oversee a range of virtual and in-person convenings across technical domains, as well as the broader administrative coordination of multi-organization collaborations.

This role is ideal for someone who thrives in dynamic, cross-disciplinary environments and who combines strategic thinking with exceptional execution.



The Project Manager will work with highly technical global collaborators, coordinate across stakeholder organizations, and ensure that innovation and R&D efforts are aligned to address shared goals.

This person will bring operational excellence to complex group processes, helping ensure that all collaborators stay coordinated, on-track, and focused on results.



This position blends project management, event coordination, and high-functioning administrative support, and requires strong cultural fluency and comfort navigating international time zones, workflows, and expectations.



While CATF is hosting this posting to broaden visibility, the role is funded and employed by Underground Ventures (UGV), which will serve as the legal employer.



KEY FUNCTIONS AND RESPONSABILITIES:



Project Coordination & Meeting Management



• Plan and execute virtual and in-person gatherings, workshops, and meetings for interdisciplinary technical teams and stakeholder groups.



• Coordinate logistics: scheduling, agendas, pre-read materials, venue support, travel logistics, and virtual access as needed.



• Provide live documentation (notetaking, chat facilitation, action-item tracking) and circulate clear post-meeting summaries and deliverables.



Multi-Organization Collaboration Support



• Serve as the primary coordinator across diverse organizational partners working toward shared R&D and innovation goals.



• Identify coordination gaps, clarify workflows, and help streamline communication and expectations across stakeholder groups.



• Maintain documentation systems that track collaboration progress, outcomes, and resource-sharing agreements.



Operational Support



• Streamline and improve operational efficiency by developing and implementing repeatable systems for communication, document management, and stakeholder engagement.



• Ensure all collaborators have timely access to shared documents, updates, and deadlines.



International Coordination & Cultural Awareness



• Work seamlessly across time zones and cultures, demonstrating sensitivity to varying organizational norms and expectations.



• Confidently coordinate groups of 20+ collaborators from multiple institutions or countries, ensuring inclusivity, transparency, and momentum.



Administrative Precision



• Maintain calendars, distribution lists, shared drives, and contact lists for multi-stakeholder groups.



• Support surveys, light formatting, and light project tracking tools.



• Ensure stakeholders are kept up to date on deliverables and priorities.



Skills and Qualifications



REQUIRED:



• 3+ years of project management or program coordination experience, preferably within science, technology, policy, or international collaboration settings.



• Experience managing large, multi-organizational stakeholder groups (20+ participants).



• Proven ability to manage both virtual and in-person gatherings.



• Excellent written and verbal English communication skills.



• Familiarity with tools like Zoom, Google Workspace, Notion, Miro, Asana, or equivalent.



• Proactive, highly organized, and capable of working with minimal oversight.



• Cultural fluency and experience working with international partners across time zones.



PREFERRED QUALIFICATIONS:



• Background or experience in energy, climate, innovation, or scientific R&D collaboration.



• Experience planning and managing multi-stakeholder convenings, working groups, or task forces.



• Understanding of the role of administrative coordination in enabling successful innovation partnerships.









COMPENSATION AND LOCATION:



This is a part-time, remote position, flexible within Europe.

Eligibility for this position requires existing authorization to work in your country of residence.

The selected candidate is responsible for ensuring that their work authorization remains valid for the full duration of the contract.





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CATF Workstream Assignments (in order of priority):



1.

IEA TCP SHR Task Administrator (5-10 hours/week)



2.

Routine Convening & Stakeholder Coordination Lead (5-10 hours/week)



3.

Oversee execution of Education Webinar(s) (as needed 20 hours a quarter)



4.

Support in-person event coordination (60 hours a year)



Quarterly Convenings & Stakeholder Coordination Lead



The Project Manager will lead coordination and execution of the quarterly #GeoTech Collective, SHR Drilling Special Interest Group (SIG), IEA SHR Task group Steering Committee, IEA SHR Asset Owners and IEA Technology Interest groups virtual meeting.





Specific responsibilities include:



1.

Maintain and update participant lists



o Track current invitees and manage a growing list of recommended participants for future meetings.



o Ensure balance of disciplines, sectors, and geographies in the group.



2.

Calendar coordination



o Send calendar invitations to all confirmed participants.



o Proactively reschedule or follow up as needed to ensure maximum attendance.



3.

Coordinate with CATF Communications team



o Ensure pre-read and post-read materials are clearly branded, concise, and visually appealing.



o Coordinate social media updates and marketing activities in advance and post-event.



o Maintain a shared archive of branded materials from each session.



4.

Content and agenda logistics



o Collaborate with internal leads to develop agendas that reflect key topics and strategic priorities.



o Build a timeline of content deadlines and ensure delivery of all materials.



5.

Speaker and panelist engagement



o Conduct outreach to guest speakers and panelists with clear expectations and requests.



o Provide preparation materials, tech guidance, and collect bios, headshots, or slides in advance.



o Schedule and facilitate prep sessions for speakers and moderators.



6.

Virtual platform and tech support



o Coordinate with CATF Events team to secure and configure appropriate virtual meeting platforms, including breakout functionality.



o Manage technical run-of-show and troubleshoot as needed during live events.



7.

Pre-event preparation



o Schedule and lead internal dry runs and tech checks with CATF staff and invited speakers.



o Prepare moderators with annotated agendas and session flows.



8.

Live support and note-taking



o Serve as live producer during events to manage timing, tech transitions, and chat Q&A.



o Take high-quality live notes or coordinate a note-taker, and flag action items in real time.



9.

Post-event follow-up



o Draft and circulate post-event summary, notes, and next steps to all attendees.



o Coordinate thank-you emails to speakers with relevant materials or links.



o Upload recordings or materials to internal or public repositories as appropriate.



10.

Metrics and reporting



• Track participation metrics and engagement data across events (e.g., attendance, feedback survey results).



• Suggest adjustments to improve future sessions based on attendee input.



11.

Process improvement



• Conduct quarterly reviews of the process to identify opportunities for improvement in content, facilitation, or operations.



• Incorporate feedback from attendees, CATF staff, and external partners to evolve the format.



Ad-Hoc Educational Webinars



In addition to the quarterly, invite-only GeoTech Collective and SHR SIG series, this role will also oversee a series of ad-hoc educational webinars that are open to the public and designed to advance understanding of key technical and policy topics in next-generation geothermal.

Responsibilities will mirror those of the routine meetings—such as speaker coordination, content logistics, and event production—but will also require broader outreach and promotional efforts to maximize public engagement.

Each webinar will undergo a dry run and peer review to ensure clarity, technical accuracy, and quality of materials presented.

Example webinar topics may include:



- A History of Global EGS Projects (103 since Fenton Hill),



- SHR Technology Roadmap Highlights,



- Next Generation Geothermal Public Perception,



- Coal to Geothermal



- Cascading Heat Stream Utilization, and



- LCOE Modeling Across Temperature Gradients.



In-Person Convenings



This role will also support the planning and execution of 2 to 4 in-person gatherings per year, ranging in size from small strategy sessions of ~20 participants to larger convenings of up to 100 attendees.

These events are critical moments for aligning stakeholders, surfacing new insights, and accelerating collaboration across technical and policy domains.

The Project Manager will work closely with the CATF events team to coordinate logistics, venue and guest travel arrangements, agendas, materials preparation, and on-site support.

They will also be responsible for managing invite lists, overseeing pre-event communications, facilitating dry runs when needed, and ensuring a seamless experience for all participants.



Example Convenings:



- SHR Summit 2-3 days / 80-100 ppl



- IEA SHR Committee ½ - 1 day / 10 – 15 people



- SIG Happy Hour 2 hour / 10 ppl



- Novel Design Workshops 1 day / 30 ppl

Required Skill Profession

Other General