The incumbent in this role will assist with all aspects of meeting planning: project management; logistical management; financial management; site visits; vendor RFP process, and vendor communication; event registration; marketing; housing; onsite staffing and logistical management; and post-event reports. Provide operational support for department including creating/updating standard operating procedures.
Essential Job Duties
Work on multiple meetings: regional, ACS Spring/Fall, specialty conferences and events simultaneously
Provide timely, outstanding customer service for internal and external clients
Respond in a timely manner to customer inquiries
Follow established project management procedure for assigned projects/meetings, which includes following meeting production timelines (work plans) and participating in planning meetings with meeting planners, clients, and partners
Provide logistical management for meetings including reviewing and updating event specs to include detailed set-up requirements
Track finances of projects within the budget for revenue and expenses
Process payments for vendors
Participate in in-person and virtual site visits/inspections as needed
Assist with creating request for proposals (RFPs) for vendors in several areas including: general services contractors, audio visual, catering, mobile apps, printers, shipping, and other vendors as required
Assist registration staff in creating and managing registration website, flow, and registration form for assigned projects
Review meeting marketing and client-created meeting materials including correspondence, program book, mobile app, and website pages
Assist with housing management including creating and tracking VIP housing lists and monitoring housing pickup and creating reports
Provide onsite support for in-person and virtual meetings to act in logistical or registration management roles
Assist with creating post-event meeting reports to include details regarding: registration, financials, attendee surveys, sales and mobile app statistics
Liaison with ACS internal survey department to create post-meeting attendee survey
Review and update standard operating procedures (SOPs) for department as needed
Perform other duties as assigned by management
Education/Experience/Technological Knowledge
College degree or equivalent experience; may have an advanced degree or equivalent experience;
5 years of demonstrated meetings experience (specs, logistics, registration, housing, vendors, etc.);
Cvent site selection and registration, and event technology experience preferred
Ability to work nights and weekends for successful execution of events.
Ability to move about to accomplish tasks for many hours a day during events.
Demonstrated program and project management experience required;
Ability to prioritize and manage multiple projects, and meet deadlines;
Strong writing and verbal communications skills for interacting with stakeholders;
Organizational and analytical skills with an attention to detail are highly desirable;
Outstanding interpersonal skills with focus on collaboration and consensus building between teams and a team player;
Perform other duties as assigned by management.
Travel up to 15-20% of the year
This position will be primarily based in the Washington D.C. office. ACS employees work a hybrid work schedule, consisting of working onsite, three days per week. ACS employees are in the office on Tuesday and Wednesday with the third in-office day scheduled in consultation with the manager. While always welcome to work in the office, employees may work the other two days of the week from a location of their choice. New employees are immediately eligible for this hybrid work arrangement. ACS offers relocation assistance, if applicable.
Founded in 1876 and chartered by the U.S. Congress, we are the world’s largest scientific society. Our mission is to advance the broader chemistry enterprise and its practitioners for the benefit of Earth and its people. Our vision is to improve people’s lives through the transforming power of chemistry.
