Meetings Manager

KENTUCKY SOCIETY OF ASSOCIATION EXECUTIVES INC; College Park (MD); Remote; USD 75,000 - 102,000; Full time

Job summary

An established industry player is seeking a Meetings Manager to oversee the planning and execution of scientific meetings. This dynamic role requires collaboration with various stakeholders to ensure successful event logistics, budget management, and vendor relationships. The ideal candidate will have extensive experience in event management and a strong understanding of the meetings industry. With a remote-first approach, this position allows flexibility while still requiring travel for site visits and event coordination. Join a vibrant team dedicated to advancing knowledge in physics through impactful meetings and events.

Benefits

Outstanding benefits

Excellent paid time off

Dynamic work environment

Qualifications

• 5+ years in events management with extensive knowledge of the meetings industry.
• Proficiency in Microsoft Office Suite and Google Workspace required.

Responsibilities

• Lead planning and logistics for assigned meetings, ensuring best practices.
• Manage budgets and vendor contracts while maintaining financial transparency.
• Collaborate with stakeholders to define meeting goals and strategies.

Skills

Event Management

Vendor Management

Project Management

Communication Skills

Budget Management

Organizational Skills

CRM Software

Microsoft Office Suite

Google Workspace

Education

Bachelor's degree in related discipline

Tools

Asana

Salesforce

Job description

Meetings Manager

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:

The meetings manager serves as the lead manager on assigned meetings. Manages the relationship with the program committee and its leadership. Works closely with scientific programs to build the program. Oversees planning and management of logistics for assigned the American Physical Society (APS) meetings. Manages web interface and communications with the Information Systems (IS) department and Communications department.

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 (IS & Communications), 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.

Responsibilities:

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.

Education:

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

Preferred Certifications:

• Certified Meeting Professional (CMP) or 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.

Travel:

The Meetings Manager role is a remote-first role, primarily based from home within the United States, with significant travel, up to 40%, required to conduct site visits 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. Some international travel may be required.

Salary:

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: $75,541/year - $101,561/year (USD)

Target Starting Range: $75,541/year - $82,926/year (USD)