Meetings Manager
 American Physical Society | |||||||||
paid time off, sick time, tuition reimbursement, relocation assistance, remote work
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 United States | |||||||||
 Jul 08, 2026 | |||||||||
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Work at APS >> Meetings Manager
Meetings Manager
Summary
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Description
Meetings Manager Who we are: Position Summary: 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. 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. Responsibilities: Meeting Strategy & Planning: * Collaborates with stakeholders to understand the purpose of the meeting and define its goals. * Presents data driven recommendations to stakeholders based on needs and budget. * 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, submit a minimum of three bids for each needed vendor. Does not apply to multi-year, multi-meeting contracts with vendors. 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. * 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. * 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. Education:
Experience, Knowledge, Skills, and Abilities:
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. Salary: Hiring range: $77,932/year - $106,182/year (USD) Target range: $77,932/year -$86,699/year (USD) Work Environment: As noted above, APS offers a "Remote First" workplace. Although our offices are located on Long Island, NY; Washington DC; and College Park, MD, you can work from other places in the United States. We are flexible about work hours, but expect responsiveness during the core of the workday, Eastern Time. Help us achieve our mission of advancing and diffusing the knowledge of physics for the benefit of humanity, promote physics, and serve the broader physics community. At APS, we:
Core Values: Core values are essential to shaping the culture of an organization. They provide the structure and guidance for how we conduct ourselves in our day-to-day interactions. Every employee has a responsibility for upholding these values. The behaviors and actions associated with demonstrating competency in these Core Values are described in a separate document. Our Core Values:
Amazing 2026 Benefit Offerings:
The American Physical Society is an affirmative action and equal opportunity employer. It is the policy of American Physical Society not to discriminate or allow the harassment of employees or applicants on the basis of race, religious creed, immigration status, alienage or citizenship, religion, color, ethnicity, sex, national origin, age, disability, marital status, familial status, protected veteran status, protected military status, physical or mental disability, sexual orientation, gender identity, genetic information, predisposing genetic characteristics, ancestry, domestic violence victim status or any other characteristic protected by law with regard to any employment practices, including recruitment, advertising, job application procedures, hiring, upgrading, training, promotion, transfer, compensation, job assignments, benefits and/or other terms, conditions, or privileges of employment, provided the individual is qualified, with or without reasonable accommodations, to perform the essential functions of the job. This policy applies to all jobs at APS. The American Physical Society is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request a reasonable accommodation, please contact APS Human Resources at hr@aps.org. The "Know Your Rights: Workplace Discrimination is Illegal'' poster, prepared by the U.S. Equal Employment Opportunity Commission (EEOC), provides an overview of several laws that protect you from discrimination on the job, and several rights are afforded to you by these laws. The "Pay Transparency Non Discrimination Provision," prepared by the U.S. Office of Federal Contract Compliance Programs (OFCCP), provides an overview of several protections implemented to protect individuals working under federal contracts from discrimination when inquiring about or discussing compensation; these protections apply to all employees and applicants. The APS has a "remote first" concept that promotes equal treatment and equal access, independent of physical work location, with a majority of staff working primarily from remote work locations. #LI-SB1 Apply Now
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