Meetings Specialist

Job Description

Job Description

POSITION:  Meetings Specialist

Location:  Providence, Rhode Island

Report To:  Director of Meetings and Conferences

Department:  Meetings and Conferences

ABOUT THE AMERICAN MATHEMATICAL SOCIETY

The American Mathematical Society (AMS), founded in 1888, is a non-profit membership organization that is dedicated to advancing research and connecting the diverse global mathematical community through our publications, meetings and conferences, MathSciNet, professional services, advocacy, and awareness programs.  The AMS has 30,000 members worldwide and offices in Rhode Island, Michigan, and Washington, DC.

WHY WORK AT THE AMS

At the AMS we value excellence, inclusivity and teamwork. We work at the forefront of advancing and connecting the diverse mathematical community worldwide, and we are seeking curious, innovative, collaborative individuals to join our team.

• Hybrid work policy and excellent work-life balance
• Generous benefit offerings including:
  1. 9.5% employer contribution to 403(a) Retirement Plan 
  2. 100% employer-paid Life, AD&D, Short- and Long-Term Disability Insurance
  3. Medical and Dental coverage with Employer cost share 
  4. 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

SUMMARY: 

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.

ESSENTIAL FUNCTIONS: 

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

TRAVEL: 10%

INTERNAL AND EXTERNAL RELATIONSHIPS: 

Internal: Report to Director of Meetings and Conferences; work with staff in other departments to plan and execute meetings and conferences; cooperate with staff in other departments on relevant projects.

External: Work with relevant AMS committees and officers on meetings and conferences; communicate with AMS members and representatives of other organizations.

SUPERVISORY RESPONSIBILITIES:  No

QUALIFICATIONS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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

ATTRIBUTES AND COMPETENCIES:  The following attributes and competencies are indicators of the skills and/or behaviors necessary to successfully perform the essential functions of the position. 

• Demonstrates understanding of organization’s mission, structure, culture, and constituencies.
• Demonstrates knowledge of own department’s work activities and mission; understands how own job impacts work of department.
• Responds positively to changes in the organization and the workplace.
• Demonstrate flexibility in responding to work demands.
• Demonstrates and communicates respect for the opinions and beliefs of other people at all levels and fosters a climate of mutual respect.
• Plans and organizes work effectively.
• Accepts accountability for job performance and results.
• Works effectively with others in a variety of settings.
• Uses communication tools effectively (e.g., presentation, verbal, writing, relationship building, negotiating, listening) to meet needs of audience and/or situation.
• Maintains professional composure in challenging situations.
• Exercises discretion in identifying, handling, and safeguarding confidential information.
• Addresses issues constructively, building cooperative relationships within and across departments.
• Receptive to feedback and willing to try different approaches in order to achieve the best results.

• Innovative and results-oriented mindset.
• Strong problem-solving skills and attention to detail.
• Strong communication skills.
• High level of integrity and professionalism.

PHYSICAL DEMANDS:  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. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Performing primarily sedentary work with limited physical exertion and lifting to 40 lbs.
• Duties performed cause light fatigue of eyes, fingers, or other faculties due to long periods of standing, sitting, or repetitive motion.
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices.
• Capable of reliable attendance in the office during scheduled work hours.

WORK ENVIRONMENT/CONDITIONS:   The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Typical office environment, climate-controlled, minimal noise.
• Extended work hours may be required to meet project deadlines or resolve unexpected problems.
• This position is required to be in-office.

EOE Statement

The American Mathematical Society is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.

Other duties disclaimer: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. It is not intended as an employment contract.