[Hiring] Meetings Manager @APS

Role Description

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, including:

• Collaborating with program committees
• Managing logistics and budget for each meeting
• Overseeing venue selection and contracting
• Ensuring best practices and legal compliance
• Managing communication with internal departments (IS & Communications)
• Contributing to the strategic planning process for continuous improvement

APS has a “remote first” concept that promotes equal treatment and equal access within the United States, independent of physical work location, with a majority of staff working primarily from remote work locations.

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 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, submits a minimum of three bids for each needed vendor.

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 Pre-Convention Meeting with vendors and a detailed review of all components of the meeting.
• Conducts Post-Convention meetings with all vendors and with stakeholders to assess performance and identify areas for improvement.
• Collaborates with marketing to develop and implement post-meeting surveys.

Additional Responsibilities:

• 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.
• Undertakes special projects and additional assignments to contribute to departmental success.

Qualifications

• Bachelor’s degree in related discipline or equivalent experience.
• Certified Meeting Professional (CMP) or Certificate in Meeting Management (CMM) preferred.

Requirements

• 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.
• 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 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.

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.

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

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.
• Sick leave: 10 days annually.
• 12 weeks employer-paid family leave.
• College tuition reimbursement plan.
• Job related seminar & continuing education 100% employer paid.
• Employee Assistance Program.