Virtual Events Specialist

Virtual Events Specialist

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 virtual events specialist works with the senior virtual events specialist and the senior manager, meetings & event technology to manage virtual and hybrid events. APS runs 20-25 events annually ranging from 100 to 15,000 attendees. The specialist understands the virtual/hybrid event and conference industry, including programming for online learning, user web behaviors, digital production, meeting mobile apps and the importance of data analysis. Digitally savvy and curious on latest technology trends, this specialist stays up to date on virtual event and digital learning best practices, has an audience-centric approach, and provides innovative thinking to drive new ideas in an ever-changing environment.


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:

• Act as product manager for assigned virtual/hybrid events and webinars.
• Create RFPs, analyze proposals and make recommendations for the best platform/technology for events.
• Create relationships with vendors and specialists to execute APS digital events. • Review and test APS meeting systems for accuracy, functionality and quality and work to fix errors independently or flag issues with developers.
• Design layouts in self-service digital event platforms.
• Work with staff to oversee the APS meeting apps. This includes layout, best practices, quality control and notifications.
• Acts as liaison to the Corporate Relations team to ensure accuracy of exhibit and sponsorship listing in the meetings' mobile app and virtual platform.
• Completes data entry for special programs and events for meeting mobile apps and platforms.
• Collects and maintains documentation in team managed webinars.
• Provides live support to organizers, attendees and presenters during virtual only sessions and webinars.
• Create Frequently Asked Question documentation for various programs and platforms.
• Checks presenter/chair status and conducts training for presenters, moderators, program chairs, volunteers and staff.
• Monitors, manages and is the first point on virtual platform and mobile app questions for APS managed meetings and events from customers/registrants.
• Explores and suggests event technology to create a better user experience for APS meeting attendees.
• Analyze post event survey and platform data to create reports for staff and volunteers.
• Partners with meetings logistics team, scientific programs team and APS communications team to facilitate all related meetings logistics and communications. (Web, Email, Social Media, etc).

Education:

• Bachelor's degree or equivalent experience.

Experience, Knowledge, Skills, and Abilities:

• Minimum of 2 years of relevant experience, preferably within non profits and or associations.
• History with in-person, hybrid and virtual meetings and webinars are a plus.
• Experience with the following components/systems preferred:
• Webcasting and virtual meeting platforms
• Video editing tools, such as Adobe Premiere, Camtasia or iMovie
• Outstanding customer services skills including the ability to explain technology to end users in a clear and friendly manner.
• Ability to manage assigned projects with numerous departments, volunteers and vendors involved.
• Extensive knowledge of Zoom webinar and meetings for 50+ participants.
• Presentation skills with ability to take concepts and/or ideas and easily translate into written or spoken instructions.
• Ability to conduct training materials for presenters, chairs and staff.
• Creative problem solving and troubleshooting skills.
• Knowledge of the best practices for online presentations.
• An understanding of learning management systems and/or digital education repositories is a plus.
• Excellent oral and written communication skills and organizational skills are required.
• Interest in online education and instructional design is highly desirable.
• Desire to learn new technologies is preferred.

Travel:

This is a remote-first position with occasional travel required (up to 25%). Travel will involve in-person meetings, event coordination, and attendance at conferences, meetings, training sessions, and strategy sessions at various locations, including APS offices in Hauppauge, NY, College Park, MD, and the Washington DC metro area. Additional travel may be required as directed by the supervisor.


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: $56,170/year - $76,532/year (USD)

Target Starting Range: $56,170/year - $62,489/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:

• Flexible schedules and ability to work remotely
• 8% employer-paid retirement contribution
• Investment advisement services: 100% employer paid
• Medical benefits: PPO or HDHP option
• Employer contribution to FSA or HSA account, eligibility based on medical plan enrollment
• Lifestyle Spending benefit up to $1,500.00 (USD) - 100% employer paid
• Vision benefits: individual and dependent coverage 100% employer paid
• Basic Life & Accident insurance: employee coverage 100% employer paid
• Supplemental Life & Accident insurance, including spouse & dependent child(ren) coverage
• Disability insurance: employee coverage 100% employer paid
• Voluntary Accident & Critical Illness insurance
• Healthcare, Commuter & Dependent care flexible spending accounts
• Vacation: 15 days annually
• Generous holiday leave: 17 paid office closures; includes one week closure at the end of December
• Personal leave: 4 days annually
• Volunteer leave: 1 day annually
• Sick leave: 10 days annually
• Bereavement & Compassion leave: 2 -15 days based on loss
• 12 weeks employer-paid family leave
• College tuition reimbursement plan
• Job related seminar & continuing education 100% employer paid
• Professional Certification/Recertification 100% employer paid
• Training and professional development; access to LinkedIn Learning on-demand courses
• Employee Assistance Program
• Mindfulness Meditation: live and on-demand classes
• 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 View email address on click.appcast.io. 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.


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