Meetings Specialist

American Mathematical Society • Providence, RI

2d • Hybrid

About The Position

The Meetings Specialist is a mid-level role which supports the American Mathematical Society in its efforts to curate meaningful experiences for its members and other stakeholders. The Meetings Specialist will manage the planning and execution of meetings, conferences, and other events for the organization. This role will have autonomy and decision-making in terms of event logistics, budgeting, and managing multiple vendors. The position requires strong organizational skills, project management expertise, and the ability to collaborate with internal teams and external partners to execute meetings aligned with the Society’s mission.

Requirements

• Bachelor’s degree in event management, hospitality, communications, or related field.
• 3-5 years of experience in event planning or a similar role, preferably in a nonprofit, publishing, or educational environment.
• Proven experience managing multiple projects simultaneously, with a strong attention to detail.
• Budgeting experience and cost management skills.
• Excellent interpersonal and negotiation skills.
• Strong written and verbal communication skills.
• Proficiency with event management software (e.g., Cvent, Eventbrite) and Microsoft Office Suite.
• Ability to work collaboratively with staff, volunteers, and external stakeholders.

Nice To Haves

• A strong interest in mathematics or publishing is a plus.

Responsibilities

• Independently coordinate and manage logistics for events, including coordinating venues, accommodations, transportation, catering, and other vendor services.
• Work within allocated event budgets, ensuring that events are delivered within financial constraints while maintaining high-quality experiences.
• Collaborate with internal teams to develop event agendas, identify speakers, and assist with the creation of program materials.
• Negotiate contracts and manage relationships with external vendors (e.g., catering, A/V, decorators, transportation).
• Guide the work of Meeting Coordinator, providing mentorship and support.
• Lead the on-site execution of events, including managing set-up, overseeing schedules, troubleshooting issues, and ensuring that the event runs smoothly.
• Analyze event outcomes and prepare post-event reports, gathering feedback from attendees and vendors to assess success and identify areas for improvement.
• Serve as a liaison between volunteer leadership and organization through leadership on select committees.

Benefits

• Hybrid work policy and excellent work-life balance
• 100% employer-paid Life, AD&D, Short- and Long-Term Disability Insurance
• Medical and Dental coverage with Employer cost share
• Voluntary Vision, Life/AD&D, and Long-term Care Insurance available through payroll deduction
• 12 paid holidays
• Paid time off starting at 21 days/ year
• $500 Computing benefit to be used for set up of home office (for applicable roles)
• Tuition Reimbursement
• Commitment to equity, diversity, inclusion and a welcoming environment

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level