The American Astronomical Society (AAS), established in 1899 and based in Washington, DC, is the major organization of professional astronomers in North America. Its membership of about 7,000 individuals also includes physicists, mathematicians, geologists, engineers, and others whose research and educational interests lie within the broad spectrum of subjects comprising contemporary astronomy. The mission of the AAS is to enhance and share humanity’s scientific understanding of the universe.
A tax-exempt 501(c)(3) nonprofit corporation, the AAS is one of 10 member societies in the American Institute of Physics (AIP), whose mission is to advance, promote, and serve the physical sciences for the benefit of humanity. AIP publishes Physics Today, which is offered to all members of its member societies. AIP also provides authoritative information, services, and expertise in physics education and student programs, science communication, government relations, career services for science and engineering professionals, statistical research in physics employment and education, industrial outreach, and the history of physics and allied fields. Learn more about our company by visiting our website: https://aas.org/
Role and Responsibilities:
Direct supervision of professional and support staff (permanent employees and contractors) assigned to the meetings department;
Professional development and mentorship of permanent staff in industry best practices, including ensuring that annual training and development goals are met;
RFP development, selection, contract negotiation, and executive management of all meeting/event vendor relationships including, but not limited to our conference services provider, hotels, convention centers, audio-visual services, and caterers;
Site selection for Society and division meetings, in consultation with conference services provider and/or Division elected leadership when appropriate;
Primary staff liaison on meetings issues to Society governance bodies, including the Committee on Meetings, and Division organizing committees;
With the Chief Financial and Operations Officer, budget formulation for the annual departmental budget, including individual Society meetings;
Successful execution of Society and Division meetings according to the budget;
Successful execution of meeting program, both scientific sessions and other meeting content, under guidance from the Committee on Meetings or Division leadership
With the communications staff, develops and coordinates website, marketing, and public relations activities related to conferences;
Develops and oversees surveys and assessments by meeting attendees and Society membership. Reviews summaries of assessments for trends and implements requests/suggestions based on the needs identified.;
Able to deliver reports to the Executive Officer, Board, and membership on meeting assessments and relevant strategic goals, objectives, and metrics; produces departmental status reports as requested by the Executive Officer; and,
Develops and recommends industry-leading strategies, policies, and processes related to meeting planning and management.
Other duties as assigned.
Minimum of eight years experience in the meeting and convention industry or event/meeting planning is required, preferably in an association and/or non-profit environment.
A Bachelor's degree in a relevant field of study is required; a CMP certification is desirable.
Supervisory experience with a collaborative and communicative approach to problem solving, team building and employee development is required.
Demonstrated excellent written, oral, interpersonal, and negotiation skills are required.
Advanced knowledge of the concepts, practices, procedures and terminology used in the meetings and event planning industry as well as a high level of professionalism, exceptional attention to detail, and a service orientation.
Significant experience with designing and administering RFP’s, project and vendor management, contract negotiation, and budget management for multiple conferences at a time.
Experience working with volunteer leaders, conference organizers and committees.
Proven experience managing meeting income and expenses, building effective budgets, and meeting or exceeding bottom line revenue targets.
Experience in exhibition, sales, and trade show management.
Excellent demonstrable technical skills, including proficiency with Windows operating system and a variety of standard software packages: Microsoft office suite, online abstract system (currently ScholarOne), and association management software (currently iMIS).
Some evening and weekend work is required, especially during conferences and governance meetings, and significant travel is required.
Must be willing to relocate to Washington, DC metro region
Additional Salary Information: Starting base salary of 90,000 annually
About American Astronomical Society
The American Astronomical Society (AAS), established 1899, is the major organization of professional astronomers in North America. The membership (~7,000) also includes physicists, mathematicians, geologists, engineers and others whose research interests lie within the broad spectrum of subjects now comprising contemporary astronomy. The mission of the American Astronomical Society is to enhance and share humanity's scientific understanding of the Universe.