Conf & Meeting Coord

Date: May 17, 2023

Location: Washington, DC, US, 20036

Company: American Chemical Society

The incumbent in this role will assist with all aspects of meeting planning: project management; logistical management; financial management; site visits; vendor RFP process, and vendor communication; event registration; marketing; housing; onsite staffing and logistical management; and post-event reports. Provide operational support for department including creating/updating standard operating procedures.


Essential Job Duties

  • Work on multiple meetings: regional, ACS Spring/Fall, specialty conferences and events simultaneously
  • Provide timely, outstanding customer service for internal and external clients
  • Respond in a timely manner to customer inquiries
  • Follow established project management procedure for assigned projects/meetings, which includes following meeting production timelines (work plans) and participating in planning meetings with meeting planners, clients, and partners
  • Provide logistical management for meetings including reviewing and updating event specs to include detailed set-up requirements
  • Track finances of projects within the budget for revenue and expenses
  • Process payments for vendors
  • Participate in in-person and virtual site visits/inspections as needed
  • Assist with creating request for proposals (RFPs) for vendors in several areas including: general services contractors, audio visual, catering, mobile apps, printers, shipping, and other vendors as required
  • Assist registration staff in creating and managing registration website, flow, and registration form for assigned projects
  • Review meeting marketing and client-created meeting materials including correspondence, program book, mobile app, and website pages 
  • Assist with housing management including creating and tracking VIP housing lists and monitoring housing pickup and creating reports
  • Provide onsite support for in-person and virtual meetings to act in logistical or registration management roles
  • Assist with creating post-event meeting reports to include details regarding: registration, financials, attendee surveys, sales and mobile app statistics
  • Liaison with ACS internal survey department to create post-meeting attendee survey
  • Review and update standard operating procedures (SOPs) for department as needed
  • Perform other duties as assigned by management


Education/Experience/Technological Knowledge

  • College degree or equivalent experience; may have an advanced degree or equivalent experience;
  • 5 years of demonstrated meetings experience (specs, logistics, registration, housing, vendors, etc.);
  • Cvent site selection and registration, and event technology experience preferred
  • Ability to work nights and weekends for successful execution of events.
  • Ability to move about to accomplish tasks for many hours a day during events.
  • Demonstrated program and project management experience required;
  • Abiliity to prioritize and manage multiple projects, and meet deadlines;
  • Strong writing and verbal communications skills for interacting with stakeholders;
  • Organizational and analytical skills with an attention to detail are highly desirable;
  • Outstanding interpersonal skills with focus on collaboration and consensus building between teams and a team player;
  • Perform other duties as assigned by management. 
  • Travel up to 15-20% of the year


Position Summary


This position will be primarily based in the Washington D.C. office. ACS employees work a hybrid work schedule, consisting of working onsite, three days per week. ACS employees are in the office on Tuesday and Wednesday with the third in-office day scheduled in consultation with the manager. While always welcome to work in the office, employees may work the other two days of the week from a location of their choice. New employees are immediately eligible for this hybrid work arrangement. ACS offers relocation assistance, if applicable.



Nearest Major Market: Washington DC

Job Segment: Project Manager, Technology