The American Institute of Physics (AIP) is seeking a full-time Meeting Planner. This new role will have authority to make decisions on complex situations that arise with managing meeting budget, researching sites for suitability, negotiating with vendors, and providing comprehensive logistic planning. Additionally, this role will be fully hands-on with the administration of fulling the planning details for successful meetings.

In the short-term, this role will lead the meeting planning efforts through execution with on-site management for Sigma Pi Sigma's 2019 Physics Congress (PhysCon) to be held in Providence, Rhode Island November 14-16, 2019 for approximately 1500 undergraduate students. This includes site selection for the following 2021 Physics Congress.

This position will work to establish and maintain a meeting planning template for departments to improve transparency of workflow and responsibilities, quality and timeliness of planning, communication, organization, execution, follow-up, and budget development/adherence.

In the long-term, this role will partner with directors and administrative support of AIP departments to meet specific needs for on-site and off-site meetings and events, in keeping with department expectations and AIP branding.
 

Qualifications:
A Bachelor’s degree is required. Five (5) years’ minimum of meeting planning experience, including budgets, RFPs, site visits, contract negotiation, and on-site conference facilitation. Excellent written and oral communications, including ability to give clear, concise directions and feedback to various audiences including group communication skills. Excellent customer service, follow-through skills, with a strong attention to detail.

Strong project management experience. Proficient with business software, specifically Office 365 and Outlook, and mobile communications. Knowledge of meeting organization software and apps. Experience in the not-for-profit sector with volunteers and students is ideal.

The Institute offers an outstanding benefits package and opportunities to learn and advance. We are located in College Park, MD, close to the Metro Green line. If you would like to be part of a dynamic growing organization, please apply with your resume and cover letter.