The American Association of Pharmaceutical Scientists (AAPS) in Arlington, VA, a professional scientific society, seeks a Meetings Manager. The Meetings Manager is responsible for planning, designing, executing and directing all aspects of the annual AAPS PharmSci 360 (approximately 8,000 attendees) meeting. This includes managing workshops as assigned, developing program, logistics, hotel selection, designing meeting room set-ups, meal selections, and arrangements for audio-visual equipment needs, supplies, signage, and review of all invoices for final payment. The Meetings Manager creates and monitors meeting budgets with the goal of maintaining maximum profitability for the association while insuring high quality services. Work is performed under general direction. Supervises contractors and volunteers.
Essential Duties and Responsibilities
Plan, design and coordinate all pre-meeting logistics including speaker management, assigning meeting space arranging catering, audio-visual, meeting sets, determining signage at convention center and hotels and arranging for equipment as needed;
Provide on-site management of meeting logistics;
Select and negotiate contracts with all vendors required for PharmSci360;
Work with Convention Center staff and union personnel to ensure a safe and profitable meeting;
Manage and promote all logistical aspects of the PharmSci360;
Identify need for meeting policy development, recommendation of policy and operational procedures, and implementation and enforcement of Association policy with regard to PharmSci360;
Responsible for smooth operation of PharmSci360 and maintaining Association policy at the meeting;
Disseminate information to members relevant to the meeting including meeting content, registration, housing information and general information as required;
Gather and supply information to committees, task forces and/or Executive Council relevant to their participation in the annual meeting, teleconferencing, etc. Also responsible for making appropriate housing requirements (workshops only), processing reimbursements and other tasks associated with their participation in AAPS sponsored events;
Interact with staff in preparing and executing tasks associated with meetings, i.e., production schedules, proofing of materials, program information, etc.;
Work closely with non-members who are meeting attendees with the ultimate goal of recruiting them as an AAPS member;
Work closely with Convention & Visitor Bureau in producing an annual meeting which is profitable for both AAPS and the city; and
Collect session titles, speaker names, affiliations, degrees, contact information. Manage all speaker coordination including gathering all contact information for speakers, sending invitation letters and speaker kits, gathering all biographies, abstracts and speaker handouts from speakers and providing this information to the Marketing Department for publication in the final program. Confirm all reimbursement information.
Supervise contractors and volunteers including meeting temps at Annual Meeting.
Excellent oral and written communication skills required.
Proficient in Microsoft Office.
Experience in promotional copywriting and written business communications.
Excellent organizational skills.
Proficient in all aspects of meeting management including housing, registration, supervisory skills and ability to produce and manage budgets.
Ability to carry out crisis management plan, make quick decisions and remain calm in face of disaster.
Ability to successfully deal with and calm indignant meeting attendees.
Certified Meeting Planner (CMP) preferred.
Experience with Cadmium software preferred.
Education and/or Experience
Bachelor’s degree in Business or related field required.
Four years of meeting planning experience in an association.
Prior experience in meeting management to include database maintenance, preparing meeting specifications, procedures for selecting venues/facilities, procedures for handling housing, registration, etc.
About American Association of Pharmaceutical Scientists
The American Association of Pharmaceutical Scientists (AAPS) is a scientific association of almost 11,000 members who are employed in industry, academia, government and other research institutes worldwide. Founded in 1986, AAPS provides a dynamic international forum for the exchange of knowledge among scientists to enhance their contributions to public health. AAPS offers timely scientific progr...ams, ongoing education, information resources, opportunities for networking, and professional development.