Meetings Manager

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 setup 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 multiyear multimeeting 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 PreConvention Meeting with vendors and a detailed review of all components of the meeting.
• Conducts PostConvention meetings with all vendors and with stakeholders to assess performance and identify areas for improvement.
• Collaborates with marketing to develop and implement postmeeting surveys.

Additional Responsibilities:

• Manages the setup 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.

• Bachelors 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)

• 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 remotefirst role primarily based from home within the United States with significant travel up to 40 required to conduct site visits and vendor assessments occasional inperson 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:$75541/year $101561/year(USD)

Target Starting Range:$75541/year$82926/year(USD)

Work Environment:

As noted above APS offers a Remote First workplace. Although our offices are located on Long Island NY College Park MD and Washington DC 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.

Our Core Values:

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

Amazing 2025 Benefit Offerings:

• Flexible schedules and ability to work remotely
• 8 employerpaid 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 employerpaid 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 ondemand courses
• Employee Assistance Program
• Mindfulness Meditation: live and ondemand 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 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.


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