Meetings Manager

About the role

The meetings manager serves as 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 APS meetings. Manages web interface and Communications with the 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.

Responsibilities

• 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.
• 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.
• 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.
• Schedules Pre-Convention Meeting with vendors and a detailed review of all components of the meeting.
• Collaborates with marketing to develop and implement post-meeting surveys.
• Manages the set-up 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.

Requirements

• Bachelor’s degree in related discipline or equivalent experience.
• Preferred Certifications: Certified Meeting Professional (CMP) or Certificate in Meeting Management (CMM).
• Minimum of 4 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.

Qualifications

• 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.

Benefits

APS offers a dynamic work environment with an outstanding total compensation package, including salary, outstanding benefits, and excellent paid time off. Benefit offerings include:

• 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) - 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 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
• Tuition reimbursement plan

Pay

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: $77,932/year - $106,182/year (USD) Target range: $77,932/year -$86,699/year (USD)

Schedule

This 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.