The American Association of Pharmaceutical Scientists (AAPS) in Arlington, VA, a professional scientific society, seeks a Meeting Planner. Responsibilities of the position include planning, designing, executing and directing all aspects of assigned workshops and short courses ranging from 20-250 attendees. In addition, this position manages speakers for AAPS’ PharmSci 360 event. The Meeting Planner creates and monitors meeting budgets with the goal of maintaining maximum profitability for AAPS while ensuring high quality services. The position requires cross-department collaboration and team work.
Essential Duties and Responsibilities
Plan, design and execute 8-10 workshop meetings, including room set-up, audio/visual, transportation, housing, food and beverage, BEOs, signage, etc.;
Maintain meeting histories, specifications and standard operating procedures for AAPS workshops while making recommendations for improvement based on history and industry trends;
Provide on-site management of assigned meetings;
Manage all speaker coordination for AAPS Workshops and PharmSci 360, including: gathering all contact information for speakers; sending invitation letters and speaker kits; gathering all biographies and speaker handouts; formatting and delivering this information to the Marketing Department for publication in the final program; and confirming all reimbursement information;
Support special events at PharmSci 360, including offsite events, receptions, and pre-conference events;
Ensure accuracy of printed final program and online meeting website as it relates to program and speaker content;
Disseminate information to members relevant to the meetings including registration, housing information and general information as required;
Interact with staff in preparing and executing tasks associated with meetings, i.e., production schedules, proofing of materials, program information, etc.
Other duties as assigned.
Excellent oral and written communication skills required.
Ability to work in a team environment.
Leadership and ability to work across multiple departments.
Strong attention to detail and organizational skills.
Proficient in all aspects of meeting management including housing, registration, and production and management of budgets.
Ability to carry out crisis management plan, make quick decisions and remain calm.
Proven success dealing with a wide variety of meeting attendees and concerns.
Proficient in Microsoft Office.
Experience in promotional copywriting and in business letter writing a plus.
Education and/or Experience
Bachelor’s degree or three to five years related experience required.
Two to three years of experience in an association.
Experience in meeting management, including: database maintenance, meeting specifications, procedures for selecting venues/facilities, procedures for handling housing, registration, etc.
Majority of work is performed on a personal computer sitting at a desk for long periods of time throughout the day. May be expected to lift boxes up to 30 pounds. Travel to AAPS PharmSci 360 and additional meetings as required, approximately 6-8 times per year. Evening and weekend work required, particularly during the height of PharmSci 360 . Standing for long periods of time and walking at meetings is required. Ability to remain professional in stressful and crisis situations is critical.
Work is performed in a fast-paced, high volume, detail oriented environment. The work environment is a moderately open one, with a combination of cubicles and offices. The noise level will vary from quiet to loud. Some travel is required.
Interested candidates should submit resume, cover letter and salary requirements.
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 programs, ongoing education, information resources, opportunities for networking, and professional development.