Administrative Assistant, Meetings

Who we are:

The American Physical Society is a nonprofit membership organization working to advance physics by fostering a vibrant, inclusive, and global community dedicated to science and society. APS represents more than 50,000 members, including physicists in academia, national laboratories, and industry in the United States and around the world.

Position Summary:

The administrative assistant, meetings, supports the objectives and operations of the Meetings Department by providing high-level assistance to the director of meetings and the associate director of meetings. By supporting the work of these directors, the administrative assistant helps meetings leadership be more effective in their roles. The position requires the highest level of confidentiality and professionalism and the ability to act independently and use sound judgment in carrying out assignments, including developing and implementing strategies to accomplish goals and tasks.

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:

Administrative support

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Provide comprehensive administrative support to the director and associate director of meetings.

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Organize and maintain the director's calendar, including meeting coordination and scheduling.

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Arrange and coordinate appointments, meetings, and functions, ensuring optimal use of time and resources.

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Manage competing events and meeting requests, prioritizing as needed.

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Prepare and design correspondence, memos, PowerPoint presentations, reports, and other materials on behalf of meetings leadership. Proofread and edit for accuracy, clarity, grammar, and layout.

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Perform general office duties such as ordering supplies, sending mailings, maintaining records, and managing databases.

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Assist with special projects, including research, data entry, and preparation of presentations and reports.

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Support the meetings department project manager as needed.

Meeting preparation and coordination

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Prepare and distribute meeting materials, agendas, and presentations for internal and external stakeholders.

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Coordinate logistics for department and staff meetings, including virtual conferencing, food and beverage, and room setup or cleanup.

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Provide administrative support to the Committee on Scientific Meetings, the March Meeting chair line, and the April Meeting chair line, including scheduling meetings, taking notes, preparing minutes and follow-up actions, and organizing documents.

Travel and finance support

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Coordinate travel, accommodations, and transportation for the director and associate director of meetings.

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Prepare and review expense reports for meetings leadership and their direct reports.

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Support budget tracking and financial administration related to meetings and events, including the department's operating budget.

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Prepare accurate billing of meeting services to APS units and external clients, coordinating with accounting.

Other responsibilities

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Respond to inquiries and provide timely, accurate information to APS members, meeting participants, and collaborators.

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Identify and balance competing priorities with professionalism and discretion.

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Perform other duties as assigned.

Education:

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High school diploma or equivalent required. Associate or bachelor's degree preferred. (directly relevant work experience in lieu of degree accepted).

Experience, Knowledge, Skills, and Abilities:

• Minimum of five years of experience as an administrative assistant or in a similar role, preferably in event planning, association management, or a related field.

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Exceptional written and verbal communication skills.

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Strong interpersonal and relationship-building skills, with the ability to interact professionally with diverse stakeholders.

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Excellent organizational and prioritization skills.

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Ability to multitask, manage time effectively, and meet deadlines.

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Detail oriented with strong proofreading and copy editing skills.

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Creative, proactive, and solutions oriented.

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Flexible and able to adapt to changing schedules.

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Skilled collaborator with the ability to work independently and as part of a team.

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Ability to handle confidential information with discretion.

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Demonstrated judgment in determining when to escalate issues.

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Proficiency with Zoom, Google Workspace, Microsoft Office, Salesforce, and Asana preferred.

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Commitment to excellent customer service and continuous process improvement.

Travel: The position requires up to 5% of travel for in-person meetings with staff as well as periodic, as well as additional travel as assigned.

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. The salary listed within the specified ranges considers relevant experience. Our compensation philosophy at APS aims to maintain salaries at the midpoint of the market. As a result, we typically hire within the target starting range. Exceptional, rare cases may merit reviews above target starting range for specialized or niche skills aligned with strategic operational goals.

Hiring Range: $36,526/year - $49,767/year (USD)

Target Starting Range: $36,526/year - $40,635/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.

This is Us:

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:

• Provide a welcoming and supportive professional home for an active, engaged, and diverse membership
• Advance scientific discovery and research dissemination
• Advocate for physics and physicists, and amplify the voice for science
• Share the excitement of physics and communicate the essential role physics plays in the modern world
• Promote effective physics education for all

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:

• Scientific Method
• Trust, Integrity, and Ethical Conduct
• Equity, Diversity, and Respect
• Collaboration
• Education and Learning
• Speaking Out

Amazing 2026 Benefit Offerings:

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Flexible schedules and ability to work remotely

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8% employer-paid retirement contribution

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Investment advisement services: 100% employer paid

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Medical benefits: PPO or HDHP option

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Employer contribution to FSA or HSA account, eligibility based on medical plan enrollment

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Lifestyle Spending benefit up to $1, USD) - 100% employer paid

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Vision benefits: individual and dependent coverage 100% employer paid

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Basic Life & Accident insurance: employee coverage 100% employer paid

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Supplemental Life & Accident insurance, including spouse & dependent child(ren) coverage

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Disability insurance: employee coverage 100% employer paid

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Voluntary Accident & Critical Illness insurance

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Healthcare, Commuter & Dependent care flexible spending accounts

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Vacation: 15 days annually

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Generous holiday leave: 17 paid office closures; includes one week closure at the end of December

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Personal leave: 4 days annually

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Volunteer leave: 1 day annually

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Sick leave: 10 days annually

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Bereavement & Compassion leave: 2 -15 days based on loss

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12 weeks employer-paid family leave

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College tuition reimbursement plan

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Job related seminar & continuing education 100% employer paid

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Professional Certification/Recertification 100% employer paid

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Training and professional development; access to LinkedIn Learning on-demand courses

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Employee Assistance Program

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Mindfulness Meditation: live and on-demand classes

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APS does not offer relocation assistance/costs

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 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.

Application deadline November 19, 2025.