Lead Senior Meeting Planner, Society Meetings

Date: Nov 4, 2022

Location: Washington, DC, US, 20036

Company: American Chemical Society

ACS is seeking an experienced meeting planner who will assist in the production of the complex annual event. The position will report directly to the Assistant Director, Meetings & Expo Services. Duties include:

 

  • Create, manage, and oversee the production timelines for society annual meetings.
  • Manage pre-planning meetings with staff and vendors, including overseeing SOW for vendors.
  • Manage the program space allocation process working with ACS departments and divisions.
  • Implement and manage the setup of the logistics software for society annual meetings.
  • Prepare event specs to include detailed set-up requirements; accurately communicate requirements to clients, venues and vendors.
  • Manage hotel and venue meeting room charts and meeting room assignments.
  • Serve as a representative of ACS to both inside and outside parties, such as consultants, planning committees, other professional societies, site visits, conferences and events.
  • Oversee the successful implementation of meeting services such as registration, temporary assistance, transportation, security, sustainability efforts, attendee services, a/v, food and beverage, and all other meeting logistics as needed.
  • Provide onsite operational logistical management and oversight, including onsite management of ACS and vendor staff; including creation of the schedules.
  • Review meeting room and event diagrams to ensure accuracy.
  • Work on multiple annual meetings simultaneously; including future year planning.
  • Communicate and network with all levels of ACS governance and staff to seek advice and input related to the effectiveness of the unit’s services.
  • Accurately review and approve BEO’s, flow sheets, function orders and invoices with venues and vendors
  • Assist with the creation of meeting budgets and the management of expense containment to ensure that meetings meet budgetary goals.
  • Assist with the creation of post-event meeting report to include details regarding: registration, financials, attendee surveys, sales and mobile app statistics.
  • Delegate work assignment, allocate resources, and provide leadership to ensure that priorities and objectives are met.
  • Provide timely, outstanding customer service for internal and external clients, and respond to problems and inquires in a timely manner.

 

Essential Job Requirements

  • 5+ years demonstrated meetings experience managing and producing large scale events.
  • Travel up 25% of the year.
  • Ability to move about to accomplish tasks for many hours a day during events.
  • Ability to work nights, weekends to ensure the execution of successful events.
  • Perform other duties as assigned by management.

 

This position will be primarily based in the Washington D.C. (or applicable) 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.

 

 

EEO/Minority/Female/Disabled/Veteran

 

 


Nearest Major Market: Washington DC