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Meetings Manager

Company: American Physical Society
Location: College Park
Posted on: July 9, 2024

Job Description:

American Physical SocietyID: 1397Location: RemoteDepartment: Meetings

Meetings Manager

Who we are:

The American Physical Society is a nonprofit membership organization working to advance physics by fostering a vibrant, inclusive, and global community dedicated to science and society. APS represents more than 50,000 members, including physicists in academia, national laboratories, and industry in the United States and around the world.

Position Summary:

The Meeting Manager supervises all aspects of assigned APS scientific meetings. This includes collaborating with program committees, managing logistics and budget for each meeting, and overseeing venue selection and contracting. They ensure best practices and legal compliance, manage communication with internal departments, and contribute to the strategic planning process for continuous improvement.

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 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.


Meeting Strategy & Planning:

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.

Logistics & Vendor Management:

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.

Project Management & Communication:

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.

Additional Responsibilities:

Manages the set-up and operation of the meeting on-site and assists the Director or Associate Director with staff supervision on-site.
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.


Bachelor's degree in related discipline. Directly applicable experience may be accepted in lieu of a degree.

Preferred Certifications:

Certified Meeting Professional (CMP)

Certificate in Meeting Management (CMM)

Experience, Knowledge, Skills, and Abilities:

Minimum of 5 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.


The Meetings Manager role is a remote-first role, primarily based from home within the United States, with significant travel, up to 40%, required for visiting client sites, conduct site and vendor assessments, occasional in-person consulting, and coordination at events, and participating in conferences, meetings, training, and strategy sessions at various locations including APS offices in Hauppauge, NY, College Park, MD, and the Washington DC metro area.


The salary range for this position takes into account various factors influencing compensation decisions, such as skill sets, experience, training, and other business and organizational requirements. The salary listed within the specified ranges considers relevant experience. Our compensation philosophy at APS aims to maintain salaries at the midpoint of the market. As a result, we typically hire within the target starting range. Exceptional, rare cases may merit reviews above target starting range for specialized or niche skills aligned with strategic operational goals.

Hiring Range: $74,541/year - $102,493/year (USD)

Target Starting Range: $74,541/year - $83,858/year (USD)

Work Environment:

As noted above, APS offers a "Remote First" workplace. Although our offices are located on Long Island, NY; Washington DC; and College Park, MD, you can work from other places in the United States. We are flexible about work hours, but expect responsiveness during the core of the workday, Eastern Time.

This is Us:

Help us achieve our mission of advancing and diffusing the knowledge of physics for the benefit of humanity, promote physics, and serve the broader physics community.

At APS, we:

Provide a welcoming and supportive professional home for an active, engaged, and diverse membership
Advance scientific discovery and research dissemination
Advocate for physics and physicists, and amplify the voice for science
Share the excitement of physics and communicate the essential role physics plays in the modern world
Promote effective physics education for all

Core Values:

Core values are essential to shaping the culture of an organization. They provide the structure and guidance for how we conduct ourselves in our day-to-day interactions. Every employee has a responsibility for upholding these values. The behaviors and actions associated with demonstrating competency in these Core Values are described in a separate document.

Our Core Values:

Scientific Method
Trust, Integrity, and Ethical Conduct
Equity, Diversity, and Respect
Education and Learning
Speaking Out

Amazing 2024 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, immigration status, 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. 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. PM21 #LI-SB1


Keywords: American Physical Society, Washington DC , Meetings Manager, Executive , College Park, DC

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