Virtual Events Specialist

About the role

The American Physical Society is a nonprofit membership organization working to advance physics. The Virtual Events Specialist works with the senior virtual events specialist and the senior manager, meetings & event technology to manage virtual and hybrid events. APS runs 20-25 events annually ranging from 100 to 15,000 attendees.

Responsibilities

• Create RFPs, analyze proposals and make recommendations for the best platform/technology for events.
• Create relationships with vendors and specialists to execute APS digital events.
• Review and test APS meeting systems for accuracy, functionality and quality and work to fix errors independently or flag issues with developers.
• Design layouts in self-service digital event platforms.
• Work with staff to oversee the APS meeting apps. This includes layout, best practices, quality control and notifications.
• Acts as liaison to the Corporate Relations team to ensure accuracy of exhibit and sponsorship listing in the meetings’ mobile app and virtual platform.
• Completes data entry for special programs and events for meeting mobile apps and platforms.
• Collections and maintains documentation in team managed webinars.
• Provides live support to organizers, attendees and presenters during virtual only sessions and webinars.
• Create Frequently Asked Question documentation for various programs and platforms.
• Checks presenter/chair status and conducts training for presenters, moderators, program chairs, volunteers and staff.
• Makes sure to monitor, manage and be the first point of contact for virtual platform and mobile app questions for APS managed meetings and events from customers/registrants.
• Explores and suggests event technology to create a better user experience for APS meeting attendees.
• Analyze post event survey and platform data to create reports for staff and volunteers.
• Pairs with meetings logistics team, scientific programs team and APS communications team to facilitate all related meetings logistics and communications (web, email, social media, etc).

Requirements

• Bachelor’s degree or equivalent experience.
• Minimum of 2 years of relevant experience, preferably within non-profits and/or associations.
• History with in-person, hybrid and virtual meetings and webinars are a plus.
• Experience with the following components/systems preferred:
• Webcasting and virtual meeting platforms
• Video editing tools, such as Adobe Premiere, Camtasia or iMovie

Skills and Abilities

• Outstanding customer services skills including the ability to explain technology to end users in a clear and friendly manner.
• Ability to manage assigned projects with numerous departments, volunteers and vendors involved.
• Extensive knowledge of Zoom webinar and meetings for 50+ participants.
• Presentation skills with ability to take concepts and/or ideas and easily translate into written or spoken instructions.
• Ability to conduct training materials for presenters, chairs and staff.
• Creative problem solving and troubleshooting skills.
• Knowledge of the best practices for online presentations.
• A good understanding of learning management systems and/or digital education repositories is a plus.
• Excellent oral and written communication skills and organizational skills are required.
• Interest in online education and instructional design is highly desirable.
• Desire to learn new technologies is preferred.

Benefits

• 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
• College tuition reimbursement plan
• Job related seminar & continuing education 100% employer paid
• Professional Certification/Recertification 100% employer paid
• Training and professional development; access to LinkedIn Learning on-demand courses
• Employee Assistance Program
• Mindfulness Meditation: live and on-demand classes

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.

Schedule

This is a remote-first position with occasional travel required (up to 25%). Travel will involve in-person meetings, event coordination, and attendance at conferences, meetings, training sessions, and strategy sessions at various locations, including APS offices in Hauppauge, NY, College Park, MD, and the Washington DC metro area. Additional travel may be required as directed by the supervisor.