The American Association of Pharmaceutical Scientists (AAPS) in Arlington, VA, a professional scientific society, is recruiting a Meeting Plannner. The Meeting Planner is responsible for planning, designing, executing and directing all aspects of assigned workshops and short courses with attendees ranging from 20-250. Workshops are a combination of face-to-face and virtual events. Responsibilities include speaker management, comprehensive meeting logistics, committee management, and participation in venue selection. The Meeting Planner creates and monitors meeting budgets with the goal of maintaining maximum profitability for AAPS while ensuring high quality services. In addition, this position manages speakers for AAPS’ PharmSci 360 and AAPS’ National Biotechnology Conference (NBC). The Meeting Planner must be able to make quick decisions and remain calm in stressful situations, especially onsite at meetings. The position requires cross-department collaboration and team work.
Essential Duties and Responsibilities
Plan, design and execute 5-7 face-to-face workshop meetings, including room set-up, audio/visual, transportation, housing, food and beverage, BEOs, signage, etc.;
Plan, design and execute 5-7 virtual workshop meetings including coordinating and recommending a vendor, ensuring speaker data is submitted on time including pre-recorded content, and working with Business Development on identifying platform-specific sponsor opportunities and timelines;
Manage workshop programming committees. Including creating and maintaining production timelines, gathering programming, setting up committee conference calls, etc.;
Maintain meeting histories, specifications and standard operating procedures for AAPS workshops while making recommendations for improvement based on history and industry trends;
Develop and maintain annual budgets for the workshops. Complete post show reconciliation with finance department;
Provide on-site management of assigned meetings;
Manage all speaker coordination for AAPS Workshops, PharmSci 360, and NBC 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;
Work with marketing department to develop content for workshop promotional campaigns;
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.; and
Track and monitor key performance indicators such as registration trends and revenue. Provide weekly update to key staff.
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.
Experience managing digital events.
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 and reporting, meeting specifications, procedures for selecting venues/facilities, procedures for handling housing, registration, etc.
DES or CMP preferred
About American Association of Pharmaceutical Scientists
The American Association of Pharmaceutical Scientists (AAPS) is a scientific association of almost 9,000 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.