Meetings Coordinator

Work at APS >> Meetings Coordinator

Meetings Coordinator

Summary

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Description

Responsibilities:

• Assist in planning and management of APS in-house and off-site meetings.
• Assist with the development and implementation of event plans and timelines and input of tasks and assignments in Asana.
• Tracks tasks and goals in Asana to connect and stay on target with internal and cross departmental teams.
• Update meetings calendar as well as meetings web information.
• Assist with preparation of post-conference reports.
• Provide administrative support.
• Serve as meeting minutes scribe for the COSM Meetings.
• Supports maintaining meeting supplies inventory. Ensures orders are placed to maintain correct inventory.
• Assists with shipping of Meetings Department and Membership materials to and from meetings including tracking, claims and billing.
• Participates in pre-production planning meetings and execution with the meeting organizers and internal departments.
• Manages meetings as assigned
• Other duties as assigned.

Education:

• Minimum High School diploma or equivalent required.

Experience, Knowledge, Skills, and Abilities:

• Minimum of two years of relevant experience.
• Must be coachable and teachable, a team player with a willingness to share information
• Must be capable of multi-tasking in a high-volume environment and have the ability to effectively manage time, prioritize tasks and work within deadlines
• Ability to work under pressure and to adapt quickly to changing schedules
• Must be well organized, detail-oriented and have demonstrated effective follow-up skills
• Experience in the use of, Microsoft Office applications including Word, Excel, PowerPoint, Google Docs and Sheets
• Demonstrated effective communication skills (verbal, written and listening) and excellent interpersonal skills at all levels of business, with a strong orientation toward providing outstanding member services as part of a team
• Ability to work well with interdepartmental teams as well as independently
• Experience in planning small meetings a plus
• Must have excellent interpersonal and organizational skills
• Proofreading and editing knowledge
• Excellent customer service

Travel: The position requires up to 30% business travel annually to attend meetings and events as directed by supervisor; as well as additional travel as assigned.

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: $42,813/year - $58,332/year (USD)

Target range: $42,813/year -$47,629/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:

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  Flexible schedules and ability to work remotely

  
  
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  8% employer-paid retirement contribution

  
  
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  Investment advisement services: 100% employer paid

  
  
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  Medical benefits: PPO or HDHP option

  
  
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  Employer contribution to FSA or HSA account, eligibility based on medical plan enrollment

  
  
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  Lifestyle Spending benefit up to $1,500.00 (USD) - 100% employer paid

  
  
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  Vision benefits: individual and dependent coverage 100% employer paid

  
  
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  Basic Life & Accident insurance: employee coverage 100% employer paid

  
  
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  Supplemental Life & Accident insurance, including spouse & dependent child(ren) coverage

  
  
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  Disability insurance: employee coverage 100% employer paid

  
  
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  Voluntary Accident & Critical Illness insurance

  
  
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  Healthcare, Commuter & Dependent care flexible spending accounts

  
  
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  Vacation: 15 days annually

  
  
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  Generous holiday leave: 17 paid office closures; includes one week closure at the end of December

  
  
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  Personal leave: 4 days annually

  
  
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  Volunteer leave: 1 day annually

  
  
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  Sick leave: 10 days annually

  
  
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  Bereavement & Compassion leave: 2 -15 days based on loss

  
  
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  12 weeks employer-paid family leave

  
  
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  College tuition reimbursement plan

  
  
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  Job related seminar & continuing education 100% employer paid

  
  
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  Professional Certification/Recertification 100% employer paid

  
  
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  Training and professional development; access to LinkedIn Learning on-demand courses

  
  
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  Employee Assistance Program

  
  
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  Mindfulness Meditation: live and on-demand classes

  
  
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  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 hr@aps.org. 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.

We currently have two job openings, with applications due by July 3, 2026.

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