Director, Meetings & Conferences

Job Description

Job Description

POSITION: Director of Meetings and Conferences

LOCATION: Providence, Rhode Island

Report to: Chief Growth and Engagement Officer

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.

• Excellent work-life balance with potential for hybrid work
• 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
• Generous paid time off
• Technology equipment reimbursement for applicable roles
• Tuition reimbursement

SUMMARY: The Director of Meetings and Conferences is responsible for overseeing the planning, execution, and evaluation of all meetings, conferences, and events for the American Mathematical Association. This role ensures that events are strategically aligned with the organization's goals, provide exceptional value to members, provide a platform for mathematicians to share their scholarship, and enhance the organization's reputation. The Director will work closely with the leadership team and governance members across AMS committees and boards to deliver high-quality events that engage and inspire members, attendees, and supporters of the AMS.

ESSENTIAL FUNCTIONS:

Event Planning and Execution

• Drive the development and implementation of comprehensive plans for all meetings, conferences, and events, including annual conferences, regional meetings, and special events.
• Oversee all logistical aspects of events, including venue selection, contract negotiation, vendor management, and on-site coordination.
• Ensure events are delivered on time, within budget, and meet high standards of quality and professionalism.

Program Development

• Collaborate with internal and external stakeholders to develop event programs that align with the organization's mission and strategic objectives.
• Collaborate with internal and external stakeholders to Identify and secure speakers, facilitators, and presenters who can deliver high-quality, engaging content.
• Collaborate with internal and external stakeholders on the creation and production of event materials, including agendas, and session descriptions.

Budget and Financial Management

• Own, develop and manage all event budgets, ensuring efficient use of resources and maximizing revenue opportunities.
• Actively monitor and report on event financial performance, including revenue, expenses, and profitability.
• Collaborate with internal colleagues to identify and pursue sponsorship opportunities to support event funding.

Marketing and Promotion

• Collaborate with the Communications and Marketing teams to develop and implement event marketing strategies to maximize attendance and engagement.
• Collaborate with the Communications and Marketing teams on the creation of all promotional materials, including brochures, email campaigns, social media content, and website updates.
• Utilize data and analytics to measure the effectiveness of marketing efforts and adjust strategies as needed.

Attendee Experience

• Ensure a positive and seamless experience for all event attendees, from registration through post-event follow-up.
• Develop and implement strategies to enhance attendee engagement and satisfaction, including networking opportunities, interactive sessions, and personalized experiences.
• Address and resolve any issues or concern that arise before, during, or after events.
• Use data and analytics to better understand attendee experience and adjust as needed.

Leadership and Management

• Lead, mentor, and manage the meetings and conferences team, providing guidance and support to achieve departmental goals.
• Collaborate with other departments, such as communications and marketing and membership, to ensure a cohesive approach to event planning and execution.
• Establish and maintain relationships with vendors, including venues, caterers, and technology providers, to ensure successful event execution.
• Contribute to the development and implementation of the organization’s strategic plan, with a focus on the live event experiences of members and other event attendees.
• Provide staff support and serve as a liaison on certain AMS governance committees.
• Work with volunteer leaders and committees to align event activities with the organization's mission and strategic objectives.

Evaluation and Improvement

• Collect and analyze feedback from event attendees, speakers, and stakeholders to evaluate the success of events and identify areas for improvement.
• Prepare regular reports and presentations for the leadership team and board members on event outcomes, trends, and performance.
• Stay informed about industry trends and best practices in event planning and apply this knowledge to enhance the organization’s events.

TRAVEL: 25%

INTERNAL AND EXTERNAL RELATIONSHIPS:

Internal : Report to Chief Growth and Engagement Officer; work with staff in other departments to plan and implement membership recruitment and retention strategies; cooperate with staff in other departments on relevant projects.

External : The Director of Meetings and Conferences will work with relevant AMS committees and officers on meetings and conferences issues; communicate with various AMS members and representatives of other organizations.

SUPERVISORY RESPONSIBILITIES: Yes

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, business, nonprofit management, or a related field (master’s degree preferred).
• A minimum of 7-10 years of experience in event planning and management, preferably within a nonprofit or association setting.
• Proven track record of successful event planning and execution, including large-scale conferences and meetings.
• Strong leadership and team management skills, previous people management experience preferred.
• Excellent organizational and project management skills.
• Ability to manage multiple events and priorities simultaneously.
• Proficiency in event management software and tools.
• Strong communication and interpersonal skills.
• Ability to work collaboratively with staff, volunteers, and external stakeholders.

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.

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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Performing primarily sedentary work with limited physical exertion and lifting up 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.