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Meetings Manager

Job Description

Meetings Manager

Full Job Description

Who we are:
The American Physical Society (APS) is a nonprofit membership organization working to advance and diffuse the knowledge of physics through its outstanding research journals, scientific meetings, and education, outreach, advocacy, and international activities. APS represents more than 50,000 members, including physicists in academia, national laboratories, and industry in the United States and throughout the world.

Position Summary:
Do you like to travel? Want to join a dynamic team that develops and implements a range of programs that improve physics education, impact policy makers, increase diversity, inform the public about the importance of physics? Then joining the APS Meetings Department that hosts annual meetings attended by thousands of physicists, scientists, and journalists as the Meetings Manager is ideal for you. By working as a Meetings Manager, you would be functioning as a key team member carrying out the department‘s responsibility of leading the strategic planning process for all meetings and events to ensure continual improvement and quality customer service. Join us at APS, a 123-year-old non-profit membership organization with a diverse team of professionals who truly enjoy what they do!

The APS has a “remote first” concept that promotes equal treatment and equal access, independent of physical work location, with a majority of staff working primarily from remote work locations. This position could require at times in office work, travel to various geographic events and meeting attendance as instructed by your Supervisor. APS values diversity and welcomes candidates from a variety of backgrounds. APS offers a dynamic work environment with an outstanding total compensation package including salary, outstanding benefits, and excellent paid time off.

Project Management:

  • Manages site selection and contracting process
  • Ensures best practice, legal compliance and risk management in hotel and event venue contracting
  • Manages budget process for each meeting for the following year in time for APS budget review in September of each year
  • Ensures all logistical details including room set-up, audio visual, transportation, housing, and beverage for meetings are planned effectively
  • Manages the meeting to budget
  • Prepares and manages the timeline for each assigned meeting in the project management tool and ensures that deadlines are met
  • Prepares and manages a food and beverage grid to track and manage food and beverage expenses for a meeting
  • Arranges and manages logistics for scientific meetings including room assignments, catering, room setups, catering and other necessary services to support the meetings
  • Manages the set-up and operation of the meetings on-site and assists Director with staff supervision on-site
  • Arranges for housing management and temporary personnel for meetings as required
  • Prepares function meeting schedules

Vendor Management:

  • Schedules Pre-Convention Meeting with vendors and a detailed review of all components of the meeting
  • Works with meeting stakeholders to understand the purpose of the meeting and suggests appropriate locations to search for venues
  • Processes 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
  • Works with communications to ensure that proper meeting survey is done after each meeting
  • Conducts post-con meetings with all vendors and with stakeholders
  • Works on special projects and other duties as assigned


  • Presents recommendations to meeting stakeholders
  • Participates in the strategic planning process for all meetings and events to ensure continual improvement and quality customer service
  • Reviews registration and guest room reservation pacing compared to prior years. Makes recommendations as needed to improve pacing
  • Works with IS and Communications on meeting web content (post meeting announcements, gather and provide text about events, gather city information, post event locations, make sure web page is current)
  • Other duties as necessary to contribute to the overall success of the department

Education: Bachelor's Degree required.

Certification: Certified Meeting Professional (CMP) is required.

Experience, Knowledge, Skills, and Abilities:

  • Five years in events management
  • Extensive knowledge of the meetings industry and site exploration with vendor and hotel contracts
  • Experience with scientific meetings preferred
  • Ability to handle many tasks simultaneously
  • Solid computer skills, especially in Word and Excel
  • 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

Travel: The position requires occasional travel to conduct site and vendor assessments, and to attend meetings and events as part of its core responsibilities, as well as additional travel as assigned.

Work Environment:
Our physical offices are located in College Park, MD, Washington D.C and Hauppauge, N.Y. We are operational in most US states. We are not operational in all 50 states. The APS has a “remote first” concept that promotes equal treatment and equal access within the United States, independent of physical work location, with a majority of staff working primarily from remote work locations. APS allows flexible work hours; responsiveness is required, however, during the core 9 am to 5pm Eastern Standard Time workday.

Our Core Values:

  • The Scientific Method
  • Truth and Integrity
  • Diversity, Inclusion, and Respect
  • Partnering, Cooperation, and Open Collaboration
  • Speaking Out
  • Education and Learning

Web Presence:
Company: www.aps.org

Social Media: https://www.aps.org/newsroom/social/index.cfm

Amazing 2023 Benefit Offerings:

  • 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 $2000.00 (USD) - 100% employer paid
  • Dental benefits: individual coverage 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 days of significance; 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
  • 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
  • APS does not offer relocation assistance/costs

The American Physical Society is an affirmative action and equal opportunity employer. It is the policy of American Physical Society not to discriminate or allow the harassment of employees or applicants on the basis of race, religious creed, alienage or citizenship, religion, color, ethnicity, sex, national origin, age, disability, marital status, familial status, protected veteran status, protected military status, physical or mental disability, sexual orientation, gender identity, genetic information, predisposing genetic characteristics, ancestry, domestic violence victim status or any other characteristic protected by law with regard to any employment practices, including recruitment, advertising, job application procedures, hiring, upgrading, training, promotion, transfer, compensation, job assignments, benefits and/or other terms, conditions, or privileges of employment, provided the individual is qualified, with or without reasonable accommodations, to perform the essential functions of the job. This policy applies to all jobs at APS. The American Physical Society is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request a reasonable accommodation, please contact APS Human Resources at hr@aps.org.

The “Know Your Rights: Workplace Discrimination is Illegal” poster, prepared by the U.S. Equal Employment Opportunity Commission (EEOC), provides an overview of several laws that protect you from discrimination on the job, and several rights are afforded to you by these laws. The “Pay Transparency Non Discrimination Provision,” prepared by the U.S. Office of Federal Contract Compliance Programs (OFCCP), provides an overview of several protections implemented to protect individuals working under federal contracts from discrimination when inquiring about or discussing compensation; these protections apply to all employees and applicants. All APS Employees must be vaccinated and provide proof of vaccination via our secured vaccination portal upon hire, unless they have an HR approved medical or religious exemption.The APS has a "remote first" concept that promotes equal treatment and equal access, independent of physical work location, with a majority of staff working primarily from remote work locations.. We welcome you to apply today!

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