Director, Meetings & Conferences

Location: Providence, Rhode Island
Report to: Chief Growth and Engagement Officer
Department: Meetings and Conferences

About the American Mathematical Society

The American Mathematical Society (AMS), founded in 1888, is a non-profit membership organization dedicated to advancing research and connecting the diverse global mathematical community through publications, meetings and conferences, MathSciNet, professional services, advocacy, and awareness programs. The AMS has 30,000 members worldwide and offices in Rhode Island, Michigan, and Washington, DC.

Why Work at the AMS

• Excellent work-life balance with potential for hybrid work
• Generous benefit offerings including:
  • 9.5% employer contribution to 403(a) Retirement Plan
  • 100% employer-paid Life, AD&D, Short- and Long-Term Disability Insurance
  • Medical and dental coverage with employer cost share
  • Voluntary vision, Life/AD&D, and Long-term Care Insurance available through payroll deduction
  • 12 paid holidays
  • Generous paid time off
  • Technology equipment reimbursement for applicable roles
  • Tuition reimbursement

Responsibilities

Event Planning and Execution

• Drive the development and implementation of comprehensive plans for all meetings, conferences, and events, including annual conferences, regional meetings, and special events.
• Oversee all logistical aspects of events, including venue selection, contract negotiation, vendor management, and on-site coordination.
• Ensure events are delivered on time, within budget, and meet high standards of quality and professionalism.

Program Development

• Collaborate with internal and external stakeholders to develop event programs that align with the organization's mission and strategic objectives.
• Identify and secure speakers, facilitators, and presenters who can deliver high-quality, engaging content.
• Collaborate on the creation and production of event materials, including agendas and session descriptions.

Budget and Financial Management

• Own, develop, and manage all event budgets, ensuring efficient use of resources and maximizing revenue opportunities.
• Actively monitor and report on event financial performance, including revenue, expenses, and profitability.
• Collaborate with internal colleagues to identify and pursue sponsorship opportunities to support event funding.

Marketing and Promotion

• Collaborate with the Communications and Marketing teams to develop and implement event marketing strategies to maximize attendance and engagement.
• Create promotional materials, including brochures, email campaigns, social media content, and website updates.
• Utilize data and analytics to measure the effectiveness of marketing efforts and adjust strategies as needed.

Attendee Experience

• Ensure a positive and seamless experience for all event attendees, from registration through post-event follow-up.
• Develop and implement strategies to enhance attendee engagement and satisfaction, including networking opportunities, interactive sessions, and personalized experiences.
• Address and resolve any issues or concerns that arise before, during, or after events.
• Use data and analytics to better understand attendee experience and make adjustments as needed.

Leadership and Management

• Lead, mentor, and manage the meetings and conferences team, providing guidance and support to achieve departmental goals.
• Collaborate with other departments, such as communications, marketing, and membership, to ensure a cohesive approach to event planning and execution.
• Establish and maintain relationships with vendors, including venues, caterers, and technology providers, to ensure successful event execution.
• Contribute to the development and implementation of the organization’s strategic plan, with a focus on the live event experiences of members and other event attendees.
• Provide staff support and serve as a liaison on certain AMS governance committees.
• Work with volunteer leaders and committees to align event activities with the organization's mission and strategic objectives.

Evaluation and Improvement

• Collect and analyze feedback from event attendees, speakers, and stakeholders to evaluate the success of events and identify areas for improvement.
• Prepare regular reports and presentations for the leadership team and board members on event outcomes, trends, and performance.
• Stay informed about industry trends and best practices in event planning and apply this knowledge to enhance the organization’s events.

Requirements

• Bachelor’s degree in event management, hospitality, business, nonprofit management, or a related field (master’s degree preferred).
• A minimum of 7-10 years of experience in event planning and management, preferably within a nonprofit or association setting.
• Proven track record of successful event planning and execution, including large-scale conferences and meetings.
• Strong leadership and team management skills; previous people management experience preferred.
• Excellent organizational and project management skills.
• Ability to manage multiple events and priorities simultaneously.
• Proficiency in event management software and tools.
• Strong communication and interpersonal skills.
• Ability to work collaboratively with staff, volunteers, and external stakeholders.

Attributes and Competencies

• Demonstrates understanding of the organization’s mission, structure, culture, and constituencies.
• Demonstrates knowledge of own department’s work activities and mission; understands how own job impacts the work of the department.
• Responds positively to changes in the organization and the workplace.
• Demonstrates flexibility in responding to work demands.
• Demonstrates and communicates respect for the opinions and beliefs of other people at all levels and fosters a climate of mutual respect.
• Plans and organizes work effectively.
• Accepts accountability for job performance and results.
• Works effectively with others in a variety of settings.
• Uses communication tools effectively (e.g., presentation, verbal, writing, relationship building, negotiating, listening) to meet needs of audience and/or situation.
• Maintains professional composure in challenging situations.
• Exercises discretion in identifying, handling, and safeguarding confidential information.
• Addresses issues constructively, building cooperative relationships within and across departments.
• Receptive to feedback and willing to try different approaches in order to achieve the best results.

Travel

25%

Physical Demands

• Performing primarily sedentary work with limited physical exertion and lifting up to 40 lbs.
• Duties performed cause light fatigue of eyes, fingers, or other faculties due to long periods of standing, sitting, or repetitive motion.
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices.
• Capable of reliable attendance in the office during scheduled work hours.

Work Environment

• Typical office environment, climate-controlled, minimal noise.
• Extended work hours may be required to meet project deadlines or resolve unexpected problems.
• This position is required to be in-office.