Manager, Meetings

3 weeks ago

Washington, United States AMERICAN POLITICAL SCIENCE ASSOCIATION Full time
Job DescriptionJob Description

POSITION SUMMARY:

The American Political Science Association (APSA) seeks a full-time Meetings Manager in our Washington DC Office. The Manager is part of a team that oversees and executes all phases of the Annual Meeting, conferences, and small meetings. Specifically, the Manager provides oversight of educational programming, logistics and technology for the Annual Meeting, Teaching and Learning Conference as well as other smaller conferences and meetings and provides support to the Director for the Annual Meeting on budget, hotel and contractor negotiations.


ESSENTIAL FUNCTIONS:

The examples of essential functions listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position. Duties and responsibilities are also subject to change by the employer as the needs of the employer and requirements of the job change.

  • Lead registration processes from beginning to end, including working directly with the registration vendor, building out the registration area, handling inquiries, processing registrations both in advance and onsite, and managing on-site registration security and staff
  • Manage the setup, system testing and implementation, reporting requests, and program edits in the conference submission system
  • Create content for the conference website and maintain eNOAH database
  • Manage program development by serving as the primary contact for divisions and related groups, and overseeing the proposal submission process and panel construction
  • Oversee more than 200 business meetings and receptions from concept to completion
  • Manage the entire shipment process for the annual meeting
  • In coordination with Senior Director, Marketing and Communications, develop event program books and mobile app
  • Create request for proposals, handle selection, and contract negotiation for registration, housing, temporary staff, and security vendors as well serve as vendor liaison once contracted
  • Manage housing and room block administration, including managing the staff and VIP room block
  • Coordinate event catering and develop sample packages for sponsorships and sections
  • Lead on-site meetings management and logistical support, including supervising the pre-conference short courses and working group programs as well as serving as the main point of contact and managing any A/V and catering needs
  • Assist with department budget tracking and final bill review for Annual Meeting & TLC
  • Assist with Virtual Research Meeting and small meetings logistics as needed
  • Respond to meeting inquiries, including drafting invitation letters, providing documentation, and answering questions in timely manner
  • Perform other duties as assigned


MINIMUM QUALIFICATIONS: EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITY:

  • Bachelor’s degree or equivalent years of experience required
  • At least three to five years’ years of related experience planning, organizing, and executing events
  • Motivated team player who enthusiastically collaborates across departments
  • Ability to work independently and in close collaboration with Director, Meetings and Events
  • Strong verbal communication skills and demonstrated ability to write clearly and persuasively
  • Demonstrated ability to manage timelines, deadlines, and work professionally under meeting-related pressure
  • Excellent organizational skills and attention to detail
  • Ability to travel (≤10% of year)
  • Database management experience (experience with eNoah and All Academic is a plus)


PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This job description is subject to change at any time. While performing the duties of this job, the employee is regularly required to communicate and exchange information. The employee frequently is required to remain in a stationary position and constantly operate computer and other office productivity machinery.

  • Generally good working conditions with little or no exposure to extremes in noises or temperature
  • Minimal lifting or climbing
  • Work performed in an office setting
  • Hybrid schedule (at least 2 days a week in the office)
  • All team members are required to adhere to the APSA vaccination policy


REPORTING RELATIONSHIP:

Reports to: Director, Meetings and Events


SUPERVISION EXERCISED:

Meetings Intern (as needed)


FLSA STATUS:

This position is considered exempt under the Fair Labor Standards Act and is therefore not eligible for overtime pay.


APSA is an equal opportunity employer committed to workplace diversity, equity, inclusion and belonging.

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