AAAS has an exciting opportunity for a Meetings and Special Events Associate to join our Office of Meetings and Special Events!

Reporting to the Deputy Director of Meetings and Special Events, this role exists to service association staff, members and the public in a manner that maintains consistency across association policies and current best practices in relation to the meetings and events industry standards. This position ensures the effective execution of meeting logistics for assigned AAAS events, maintaining a positive relationship with all relevant internal departments and subcontractors necessary to successfully execute events according to the established standards.

What You'll Do

• Manage and facilitates all aspects of in-person and virtual meeting planning for up to 250 person events, from site selection, vendor negotiation, event registration, marketing, production schedules, onsite staffing and post-event reporting
• Coordinate and executes logistics for various digital events-including small meetings, webinars, and conference platforms.
• Handle vendor participation.
• Act as a special project support for other AAAS Departments and assists with their events and meeting needs, as well as additional support for team members as required.
• Other duties as assigned.

Minimum Requirements

• 2-4 years experience as an in-person meeting/event planner, of which at least 2 should be as the logistical lead for in-person conferences and events.
• Demonstrated contract negotiation skills.
• At least 1 year experience managing logistics for virtual events.
• Certified Meeting Planner (CMP) designation preferred
• Must be willing to travel at least 20% of the year.
• Business and industry specific knowledge.
• High degree of attention to detail and ability to respond effectively to changing circumstances.
• Strong project management skills.
• Ability to meet deadlines, to initiate new ideas, provide creative solutions to problems and work independently.
• Equipped to prioritize and balance numerous tasks with accuracy and speed, and maintain a professional working attitude under pressure.
• Demonstrate excellent collaboration skills, a solution-based attitude, and the ability to work with people with diverse skills and backgrounds.
• Strong interpersonal communication and customer service skills.
• Ability to build productive business relationships and skillful negotiation when contracting with vendors and venues.
• Organizational and time management skills.
• Skills in problem solving and collaboration.
• High level of professionalism and willingness to handle all planning and administrative details of meetings and events.
• Position requires a minimum of a Bachelor's degree or a combination of education and experience which demonstrates the necessary skills and expertise required for the position.
• MS Office proficiency.

Application Process

Submit a resume and cover letter outlining qualifications and interest in the position by May 22, 2024. Applications are reviewed on a rolling basis. A Recruiter will contact you with next steps if you are selected for an interview.

The anticipated initial rate of compensation for this position is $63,000 - $65,000 per year. AAAS currently provides the following benefits for this position: paid vacation leave, paid sick leave, paid holidays, health insurance, flexible spending account, dental insurance, life insurance, vision insurance, retirement benefits, short- and long-term disability, each subject to the terms of the applicable program. Additional benefits may apply.

Any actual offer of employment, reflecting the total compensation package and benefits, will be made in the sole discretion of AAAS and will be based on a variety of factors, including years of experience, depth of experience, and other relevant factors. AAAS reserves the right to amend or modify its employment benefits and compensation structure at any time.

AAAS is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender, gender identity, national origin, age, disability, veteran status, or other protected category. AAAS uses E-Verify to confirm the employment eligibility of all newly hired employees. No visa sponsorship is available for this position.

Search Firm and Employment Agency Disclaimer
The American Association for the Advancement of Science (AAAS) does not accept unsolicited agency resumes. Any unsolicited resumes sent to AAAS from a third party, such as an agency, including unsolicited resumes sent to an AAAS mailing address, fax machine or email address, directly to AAAS employees, or to the AAAS resume database will be considered AAAS property. Verbal or written communications from any employee of AAAS shall not be considered binding obligations. AAAS Human Resources is the only AAAS representative authorized by AAAS enter into any employment agreements with any third party. AAAS will not pay a fee for any placement resulting from the receipt of an unsolicited resume.

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