Meetings Coordinator

Responsibilities

• Aid in planning and managing APS in-house and off-site meetings.
• Support the development and implementation of event plans and timelines, and input tasks and assignments in Asana.
• Track tasks and goals in Asana to connect and stay on target with internal and cross-departmental teams.
• Update meetings calendar and meetings web information.
• Prepare post-conference reports.
• Provide administrative support.
• Serve as meeting minutes scribe for the COSM Meetings.
• Supports maintaining meeting supplies inventory.
• Aids in ordering meeting supplies to maintain correct inventory.
• Assists with shipping of Meetings Department and Membership materials to and from meetings, including tracking, claims, and billing.
• Participates in pre-production planning meetings and execution with meeting organizers and internal departments.
• Manages meetings as assigned.
• Performs other duties as assigned.

Requirements

• Minimum of two years of relevant experience.
• Coachable and teachable, a team player with a willingness to share information.
• Multi-tasks in a high-volume environment and manages time, prioritizes tasks, and works within deadlines.
• Works under pressure and adapts quickly to changing schedules.
• Well organized, detail-oriented, and demonstrates effective follow-up skills.
• Uses Microsoft Office applications including Word, Excel, PowerPoint, Google Docs and Sheets.
• Communicates effectively (verbal, written, and listening).
• Has excellent interpersonal skills at all levels of business, with a strong orientation toward providing outstanding member services as part of a team.
• Experience in planning small meetings is a plus.
• Exhibits excellent customer service.

Qualifications

• Minimum High School diploma or equivalent required.

Benefits

Amazing 2026 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 $1,500.00 (USD)
• 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, 100% employer paid
• 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 office closures; 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

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.