AM14P4 Sr Conference & Meetings Coordinator

Division Overview

The mission of the ACS is to advance the broader chemistry enterprise and its practitioners for the benefit of Earth and its people. The strategic objectives of the Department of Events, Meetings, and Expositions reflect the responsiveness of the Division in fulfilling the vision, mission, and values of ACS and meeting the needs of the changing chemistry enterprise.

The Senior Planner of Meetings will oversee and facilitate all aspects of meeting planning: including independent project leadership; logistical and financial management; create and manage vendor RFP processes, negotiations, contracting, and vendor communications; provide onsite staffing and logistical management; and create detailed post-event reports. Provide operational support for assigned programs and initiatives including budget development and tracking and contributing to the development and maintenance of standard operating procedures.

Key Responsibilities

• Work on multiple meetings: multi-year ACS Spring/Fall Meeting and events simultaneously

• Act as lead planner for assigned projects and properties, including creating and managing hotel event schedules, meeting production timelines (work plans) and conducting planning meetings with clients and vendor partners. Manage hotel and venue meeting room charts and meeting room assignments.

• Manage logistics (pre and onsite) and event specs to include detailed set-up requirements; BEO’s, flow sheets, meeting room diagrams, and function orders; accurately communicate requirements to clients, venues, and vendors.

• Manage finances of projects including creating and managing meeting budgets, financial reports, submitting, and reconciling invoices

• Create and manage requests for proposals (RFPs), selection, and contract negotiations for vendors in several areas including: transportation, security, first aid and other vendors as required

• Review marketing and attendee-facing materials, including correspondence, program books, mobile applications, and website content, to ensure accuracy, consistency, and alignment with meeting requirements.
  

• Serve as a representative of ACS to both inside and outside parties, such as consultants, other professional societies, site visits, conferences, and events.

• Provide timely, high-quality customer service for internal and external stakeholders, responding to inquiries and resolving issues with professionalism and sound judgment.

• Manage other projects or meetings as assigned
  
  

Education/Experience/Technological Knowledge

• Bachelor’s degree or equivalent experience; usually has an advanced degree or equivalent experience or certification; 6+years demonstrated experience working in a not-for profit environment/scientific environment.

• DES, CMP, CMM or other Meeting Industry Certifications Preferred

• Project management skills with the ability to handle multiple tasks and deadlines required.

• Strong writing and verbal communications skills for interacting with stakeholders

• Organizational and analytical skills with attention to detail are highly desirable

• Outstanding interpersonal skills with focus on collaboration and consensus building between teams

• Excellent knowledge of industry best practices, procedures, and principles.

• Self-starter, strong work ethic and ability to work in a cross functional team-oriented environment. Excels at working in a fast paced, results oriented, community environment.

• Exercises independent judgment within established policies and procedures.

• Customer service oriented.

• Very proficient with utilization of various technologies and software (Excel, Adobe, Power Point, Word).

• Ability to work nights and weekends for successful execution of events

• Ability to lift 25lbs or more and move about to accomplish tasks for many hours a day during events.

• Travel up to approximately 25% of the year

This role is based in our Washington, DC office. ACS employees work a hybrid schedule, consisting of working onsite two days per work week, as decided by functional area. The balance of the week is open to working remotely, though employees are always welcome onsite each day if they choose.

A reasonable rate of compensation for this position is between $90,000 – $100,000 per year.

ACS currently provides the following benefits for this position: paid vacation leave, paid sick leave, paid holidays, health insurance, flexible spending account or health care savings account, dental insurance, life insurance, vision insurance, retirement benefits, short- and long-term disability, and 4-week work from anywhere; each benefit is subject to the terms of the applicable program. Additional benefits may apply based on skills, experience, and location.

Any actual offer of employment, reflecting the total compensation package and benefits, will be made in the sole discretion of ACS. ACS reserves the right to amend or modify its employment benefits and compensation structure at any time.

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