Meetings Manager

🔥 1 hour ago

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American Physical Society

WebsiteLinkedInAll Job Openings

201 - 500 employees

Founded 1899

🔬 Science

📚 Education

🤝 Non-profit

Science • Education • Non-profit

American Physical Society is a non-profit professional organization and scholarly publisher that advances and promotes the practice of physics. It publishes the Physical Review family of journals (including Physical Review Letters, Physical Review X, and Reviews of Modern Physics), runs open-access publishing initiatives, organizes scientific meetings and conferences for specialized physics communities, provides member services to over 50,000 physicists worldwide, and advocates on behalf of the physics research and education enterprise. The society is headquartered in College Park, MD and offers resources for careers, outreach, and policy engagement.

📋 Description

• Collaborates with stakeholders to understand the purpose of the meeting and define its goals. • Suggests appropriate destinations and venues. • Presents data driven recommendations to stakeholders based on needs and budget. • Manages site selection and contracting process. • Ensures best practice, legal compliance and risk management in hotel and event venue contracting. • Contributes to the strategic planning process for all meetings and events to ensure continuous improvement and quality customer service. • Manages budget process for each meeting for the following year in time for APS budget review. • Oversees and ensures all logistical details including room set-up, room assignments, audio visual, transportation, housing, food and beverage, support services for meetings are planned effectively. • Manages the meeting to budget seeking approval for overages and maintaining financial transparency. • When applicable, submit a minimum of three bids for each needed vendor. Does not apply to multi-year, multi-meeting contracts with vendors. • Prepares and manages the timeline for each assigned meeting in the project management tool and ensures that deadlines are met. • Prepares a food and beverage grid to track and manage food and beverage expenses. • Analyzes meeting trends to identify areas for improvement and provide recommendations. • Reviews registration and guest room reservation pacing compared to prior years. Makes recommendations as needed to improve pacing. • Schedules Pre-Convention Meeting with vendors and a detailed review of all components of the meeting. • Conducts Post-Convention meetings with all vendors and with stakeholders to assess performance and identify areas for improvement. • Collaborates with marketing to develop and implement post-meeting surveys. • Manages the set-up and operation of the meeting onsite and assists the Director or Associate Director with staff supervision onsite. • Arranges for housing management and temporary personnel for meetings as required. • Creates and maintains meeting function schedules. • Manages requests received from affiliate groups for satellite meetings, including logistics and confirmations. • Processes/codes/reconciles all meeting invoices and ensures all undisputed charges are paid within 30 days of receipt of invoice. • Partners with Information Systems, Marketing and stakeholders on meeting web content (meeting announcements, gathers and provides text about events, gathers city information, post event locations, ensures web page is current). • Undertakes special projects and additional assignments to contribute to departmental success.

🎯 Requirements

• Bachelor’s degree in related discipline or equivalent experience. • Preferred Certifications: Certified Meeting Professional (CMP) or Certificate in Meeting Management (CMM). • Minimum of 4 years’ in events management. • Extensive knowledge of the meetings industry and site exploration with vendor and hotel contracts. • Experience with scientific meetings. • Ability to handle many tasks simultaneously. • Proficiency in Microsoft Office Suite products and Google Workspace and other relevant business software. • Software proficiency (CRM, Salesforce, project management software, e.g. Asana). • Strong organization, documentation, and prioritization skills. • Strong written and verbal communication skills. • Excellent attention to detail. • Ability to adapt to quickly changing schedules. • Ability to work well with interdepartmental teams as well as independently. • Demonstrated meeting planning and project management experience

🏖️ Benefits

• Flexible schedules and ability to work remotely • 8% employer-paid retirement contribution • Investment advisement services: 100% employer paid • Medical benefits: PPO or HDHP option • Employer contribution to FSA or HSA account, eligibility based on medical plan enrollment • Lifestyle Spending benefit up to $1,500.00 (USD) - 100% employer paid • Vision benefits: individual and dependent coverage 100% employer paid • Basic Life & Accident insurance: employee coverage 100% employer paid • Supplemental Life & Accident insurance, including spouse & dependent child(ren) coverage • Disability insurance: employee coverage 100% employer paid • Voluntary Accident & Critical Illness insurance • Healthcare, Commuter & Dependent care flexible spending accounts • Vacation: 15 days annually • Generous holiday leave: 17 paid office closures; includes one week closure at the end of December • Personal leave: 4 days annually • Volunteer leave: 1 day annually • Sick leave: 10 days annually • Bereavement & Compassion leave: 2 -15 days based on loss • 12 weeks employer-paid family leave • College tuition reimbursement plan • Job related seminar & continuing education 100% employer paid • Professional Certification/Recertification 100% employer paid • Training and professional development; access to LinkedIn Learning on-demand courses • Employee Assistance Program • Mindfulness Meditation: live and on-demand classes