AM14P4 Senior Planner, Meetings

ACS; Washington (District of Columbia); Hybrid; USD 90,000 - 100,000; Full time

Benefits offered by this job

Paid vacation

Paid sick leave

Paid holidays

Health insurance

Flexible spending account

Dental insurance

Life insurance

Vision insurance

Retirement benefits

Disability insurance

Work from anywhere

Job summary

ACS seeks a Senior Planner of Meetings to oversee all aspects of meeting planning, including independent project leadership, budgeting, and vendor negotiations for ACS Spring/Fall Meetings in Washington, DC. You will lead and coordinate with clients and venues, manage timelines, and ensure alignment with ACS standards.

The role requires strong project management, exceptional written and verbal communication, and the ability to work a hybrid schedule with occasional nights/weekends and up to 25%

Qualifications

• Bachelor’s degree or equivalent; advanced degree or certification preferred.
• 6+ years in a nonprofit/scientific environment.
• DES, CMP, CMM or other meeting industry certifications preferred.
• Strong project management with multiple tasks and deadlines.
• Excellent writing and verbal communications with stakeholders.
• Organizational and analytical skills with attention to detail.
• Interpersonal skills; cross-functional collaboration required.
• Self-starter with work ethic; fast-paced, results-oriented environment.
• Willing to work nights/weekends for events; travel up to 25%.

Responsibilities

• Lead multiple meetings (ACS Spring/Fall) and events concurrently.
• Act as lead planner for projects and properties; manage hotel schedules and timelines.
• Manage logistics pre- and onsite; create set-up requirements and flow sheets.
• Oversee budgets, financial reports, invoices, and reconciliations.
• Create and manage RFPs, vendor negotiations, and contracts.
• Review marketing materials for accuracy and alignment with requirements.
• Represent ACS to clients, consultants, societies, site visits, conferences and events.
• Provide timely, high-quality customer service to stakeholders.
• Manage other projects or meetings as assigned.

Skills

Project management

Verbal communication

Written communication

Organizational skills

Customer service

Cross-functional teamwork

Education

Bachelor's degree

Advanced degree or certification

Meeting certifications (DES/CMP/CMM)

Tools

Excel

Adobe

PowerPoint

Word

Job description

The mission of the ACS is to advance the broader chemistry enterprise and its practitioners for the benefit of Earth and its people. The strategic objectives of the Department of Events, Meetings, and Expositions reflect the responsiveness of the Division in fulfilling the vision, mission, and values of ACS and meeting the needs of the changing chemistry enterprise.

The Senior Planner of Meetings will o versee andfacilitateall aspects of meeting planning:including independent project leadership; logisticalandfinancial management; create and manage vendor RFPprocesses, negotiations, contracting, and vendor communications; provide onsite staffing and logistical management; and create detailed post-event reports. Provide operational supportforassignedprograms andinitiatives including budgetdevelopment and tracking and contributing to the development and maintenance of standard operating procedures.

Key Responsibilities

• Work on multiple meetings: multi-year ACS Spring/FallMeetingand events simultaneously
• Act aslead plannerfor assignedprojects andproperties, includingcreating and managinghotel event schedules,meeting production timelines (work plans) and conducting planning meetings with clients and vendor partners.Manage hotel and venue meeting room charts and meeting room assignments.
• Managelogistics(pre and onsite)andevent specs to include detailed set-uprequirements; BEO’s, flow sheets, meeting roomdiagrams,and function orders;accurately communicate requirements to clients,venues,and vendors.
• Manage finances of projects including creating and managing meeting budgets,financial reports,submitting,and reconciling invoices
• Create and managerequestsfor proposals (RFPs), selection, and contract negotiations for vendors in several areas including:transportation, security,first aidand other vendors asrequired
• Review marketing and attendee-facing materials, including correspondence, program books, mobile applications, and website content, to ensure accuracy, consistency, and alignment with meeting requirements.
• Serve as a representative of ACS to both inside and outside parties, such as consultants, other professional societies, site visits,conferences,and events.
• Providetimely,high-qualitycustomer service for internal and externalstakeholders, responding to inquiries and resolving issues with professionalism and sound judgment.
• Manage other projects or meetings as assigned

Education/Experience/Technological Knowledge

• Bachelor’s degree or equivalentexperience;usually has an advanced degree or equivalent experience or certification.
• 6+yearsdemonstratedexperienceworking in a not-for profitenvironment/scientific environment.
• DES, CMP, CMM or other Meeting Industry Certifications Preferred.
• Project management skills with the ability to handle multiple tasks and deadlinesrequired.
• Strong writing and verbal communications skills for interacting with stakeholders.
• Organizational and analytical skills with attention to detail are highly desirable.
• Outstanding interpersonal skills with focus on collaboration and consensus building between teams.
• Excellent knowledge of industry best practices, procedures, and principles.
• Self-starter, strong workethicand ability to work in a cross functional team-oriented environment. Excels at working in a fast paced, results oriented, community environment.
• Exercises independent judgment within established policies and procedures.
• Customer serviceoriented.
• Veryproficient withutilizationof various technologies and software (Excel, Adobe, Power Point, Word).
• Ability to work nights and weekends for successful execution of events.
• Ability to lift 25lbs or more and move about toaccomplishtasks for many hours a day during events.
• Travel uptoapproximately 25% of the year.

This role is based in our Washington, DC office. ACS employees work a hybrid schedule, consisting of working onsite two days per work week, as decided by functional area. The balance of the week is open to working remotely, though employees are always welcome onsite each day if they choose.

A reasonable rate of compensation for this position is between $90,000 – $100,000 per year.

• paid vacation leave
• paid sick leave
• paid holidays
• health insurance
• flexible spending account or health care savings account
• dental insurance
• life insurance
• vision insurance
• retirement benefits
• short- and long-term disability
• 4-week work from anywhere

each benefit is subject to the terms of the applicable program. Additional benefits may apply based on skills, experience, and location.

Any actual offer of employment, reflecting the total compensation package and benefits, will be made in the sole discretion of ACS. ACS reserves the right to amend or modify its employment benefits and compensation structure at any time.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.