Meetings Coordinator

APS • Washington, DC

1d • Remote

About The Position

The meetings coordinator will be responsible to assist in planning and management of APS General Meetings, Divisional Meetings, Section Meetings and other meetings as required. This will include, but not limited to supporting the development and implementation of planning, budgeting, event marketing and communications, and onsite management. This position will work with the APS senior meetings manager to support all of the meeting functions as necessary. Ability to travel is required to assist with onsite execution of meetings. 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. APS values diversity and welcomes candidates from a variety of backgrounds. APS offers a dynamic work environment with an outstanding total compensation package, including salary, outstanding benefits, and excellent paid time off.

Requirements

• Minimum of two years of relevant experience.
• Must be coachable and teachable, a team player with a willingness to share information
• Must be capable of multi-tasking in a high-volume environment and have the ability to effectively manage time, prioritize tasks and work within deadlines
• Ability to work under pressure and to adapt quickly to changing schedules
• Must be well organized, detail-oriented and have demonstrated effective follow-up skills
• Experience in the use of, Microsoft Office applications including Word, Excel, PowerPoint, Google Docs and Sheets
• Demonstrated effective communication skills (verbal, written and listening) and excellent interpersonal skills at all levels of business, with a strong orientation toward providing outstanding member services as part of a team
• Ability to work well with interdepartmental teams as well as independently
• Must have excellent interpersonal and organizational skills
• Proofreading and editing knowledge
• Excellent customer service

Nice To Haves

• Experience in planning small meetings a plus

Responsibilities

• Assist in planning and management of APS in-house and off-site meetings.
• Assist with the development and implementation of event plans and timelines and input of tasks and assignments in Asana.
• Tracks tasks and goals in Asana to connect and stay on target with internal and cross departmental teams.
• Update meetings calendar as well as meetings web information.
• Assist with preparation of post-conference reports.
• Provide administrative support.
• Serve as meeting minutes scribe for the COSM Meetings.
• Supports maintaining meeting supplies inventory.
• Ensures orders are placed 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 the meeting organizers and internal departments.
• Manages meetings as assigned
• Other duties as assigned.

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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED