Position Responsibilities: Coordinate all aspects of the logistics of meeting planning including:
Creates event specs to include detailed set-up requirements
Accurately communicate requirements to clients, venues and vendors
Creates and tracks vendor RFP and venue process, negotiation and contracting and provides recommendations to supervisors to clients
Coordinates and tracks event registration and registration form creation
Reviews and approves BEO’s, flow sheets, and function orders with venues and vendors
Provides onsite staffing and logistical management
Creates detailed update and post-event reports for clients
Provides housing management including;
Creating and managing VIP and staff housing lists
Monitoring hotel pick-up weekly and providing solutions for contractual line items
Creates meeting production timelines for each meeting planned and acts as the project manager for most meetings to ensure the full team is completing all items on the production timeline
Assists and/or leads the planning of multiple meetings simultaneously
Reviews conference marketing materials including correspondence, program book, mobile app, and website pages
Creates and coordinates financial management including:
Drafting and finalizing event budgets
Tracking actual spend against budgeted expenses;
Collecting registration, sponsorship income and exhibit fees
Reconciling and process all meeting invoices
Liaison with ACS internal survey department to create post-meeting attendee survey
Provide timely, outstanding customer service for internal and external clients
Respond in a timely manner to customer and registrants’ problems and inquiries
Perform other related duties as assigned by management
Travel up 25% of the year
Year one expectations: In the first year it is expected that the position will increase production and efficiencies of the spring/fall meeting team by adding a senior meeting planner. This senior meeting planner will be able to enhance production timeline processes, manage multiple vendor contracts and relationships and continue the outstanding customer service as part of the DMES team.
Required Skills and Education
Provide timely, outstanding customer service for internal and external clients
Respond in a timely manner to customer and registrants’ problems and inquiries
Typically requires a minimum of 8 years of related experience with a Bachelor’s degree; or 6 years and a Master’s degree; or a PhD with 3 years of experience; or equivalent work experience.
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.
