Administrative Assistant, Meetings

Administrative Assistant, Meetings

Who we are
:

The American Physical Society is a nonprofit membership organization working to advance physics by fostering a vibrant, inclusive, and global community dedicated to science and society. APS represents more than 50,000 members, including physicists in academia, national laboratories, and industry in the United States and around the world.

Position Summary
:

The administrative assistant, meetings, supports the objectives and operations of the Meetings Department by providing high-level assistance to the director of meetings and the associate director of meetings. By supporting the work of these directors, the administrative assistant helps meetings leadership be more effective in their roles. The position requires the highest level of confidentiality and professionalism and the ability to act independently and use sound judgment in carrying out assignments, including developing and implementing strategies to accomplish goals and tasks.

APS has a "remote first" concept that promotes equal treatment and equal access within the United States, independent of physical work location, with a majority of staff working primarily from remote work locations. APS values diversity and welcomes candidates from a variety of backgrounds. APS offers a dynamic work environment with an outstanding total compensation package, including salary, outstanding benefits, and excellent paid time off.

Responsibilities:
Administrative support

• Provide comprehensive administrative support to the director and associate director of meetings.
• Organize and maintain the director's calendar, including meeting coordination and scheduling.
• Arrange and coordinate appointments, meetings, and functions, ensuring optimal use of time and resources.
• Manage competing events and meeting requests, prioritizing as needed.
• Prepare and design correspondence, memos, PowerPoint presentations, reports, and other materials on behalf of meetings leadership. Proofread and edit for accuracy, clarity, grammar, and layout.
• Perform general office duties such as ordering supplies, sending mailings, maintaining records, and managing databases.
• Assist with special projects, including research, data entry, and preparation of presentations and reports.
• Support the meetings department project manager as needed.

Meeting preparation and coordination

• Prepare and distribute meeting materials, agendas, and presentations for internal and external stakeholders.
• Coordinate logistics for department and staff meetings, including virtual conferencing, food and beverage, and room setup or cleanup.
• Provide administrative support to the Committee on Scientific Meetings, the March Meeting chair line, and the April Meeting chair line, including scheduling meetings, taking notes, preparing minutes and follow-up actions, and organizing documents.

Travel and finance support

• Coordinate travel, accommodations, and transportation for the director and associate director of meetings.
• Prepare and review expense reports for meetings leadership and their direct reports.
• Support budget tracking and financial administration related to meetings and events, including the department's operating budget.
• Prepare accurate billing of meeting services to APS units and external clients, coordinating with accounting.

Other responsibilities

• Respond to inquiries and provide timely, accurate information to APS members, meeting participants, and collaborators.
• Identify and balance competing priorities with professionalism and discretion.
• Perform other duties as assigned.

Education:

• High school diploma or equivalent required. Associate or bachelor's degree preferred. (directly relevant work experience in lieu of degree accepted).

Experience, Knowledge, Skills, and Abilities:

• Minimum of five years of experience as an administrative assistant or in a similar role, preferably in event planning, association management, or a related field.
• Exceptional written and verbal communication skills.
• Strong interpersonal and relationship-building skills, with the ability to interact professionally with diverse stakeholders.
• Excellent organizational and prioritization skills.
• Ability to multitask, manage time effectively, and meet deadlines.
• Detail oriented with strong proofreading and copy editing skills.
• Creative, proactive, and solutions oriented.
• Flexible and able to adapt to changing schedules.
• Skilled collaborator with the ability to work independently and as part of a team.
• Ability to handle confidential information with discretion.
• Demonstrated judgment in determining when to escalate issues.
• Proficiency with Zoom, Google Workspace, Microsoft Office, Salesforce, and Asana preferred.
• Commitment to excellent customer service and continuous process improvement.

Travel: The position requires up to 5% of travel for in-person meetings with staff as well as periodic, as well as additional travel as assigned.

Salary:

The salary range for this position takes into account various factors influencing compensation decisions, such as…