Meetings and Events Coordinator

“Promoting useful knowledge since 1743”

The American Philosophical Society (APS) is seeking an energetic and highly organized professional to coordinate the Society's meetings and events programs.

THE POSITION

The Meetings and Events Coordinator reports to the Chief Executive Officer and plays a vital role in allowing the Society to serve its mission to “promote useful knowledge.”  The successful candidate will organize all aspects of the Society’s meetings and events. The coordinator will organize catering, registration, and logistics, and ensure the smooth functioning of events when they happen.  The Society has a facilities team that provides support for events, including A/V support. For large events, other APS staff occasionally provide additional support.

ESSENTIAL FUNCTIONS

Support the Chief Executive Officer and the Committee on Meetings in the planning and conduct of the Society’s biannual Meetings.

Tasks include negotiating hotel and catering contracts; preparing programs, speaker bios, and attendance lists; managing registration and hotel reservations; handling visitor and guest travel arrangements; making security arrangements; arranging for streaming and recording of presentations; and other logistical matters that ensure the flawless execution of the Society’s Meetings.

Attend meetings to plan and gather ideas for events and meetings

Coordinate the logistics for a range of other events, including public lectures, special events, and the coordination of other APS events outside of Philadelphia.

Develop a deep knowledge of the APS and its Membership.

Additional activities for the Society’s President and Chief Executive Officer at their request.

This is a full-time position with benefits.  The Society offers a competitive benefits package, including health insurance, dental, life insurance, long term disability, 403b with the employer match, and paid days off.

Salary: Full-time, exempt, minimum salary $70,000.

ORGANIZATIONAL DESCRIPTION

The American Philosophical Society (APS), founded in 1743 by Benjamin Franklin, is America’s oldest and most distinguished learned society. The APS’s current activities reflect the founder’s spirit of inquiry, provide a forum for the free exchange of ideas, and convey its conviction that intellectual inquiry and critical thought are inherently in the best interest of the public.

In order to support this mission, the Society hosts a number of important events every year, most notably its April and November Meetings. These two three-day conferences bring leading scholars from around the world to hear presentations from cutting edge researchers in all fields.  In addition, the Society often organizes smaller functions around the country to bring its members, friends, and alumni together. Locally, it hosts a monthly lecture series in Philadelphia.  There are also many small one-off events that occur at the Society’s campus throughout the year. Most events are scholarly programs that feature distinguished speakers and cover a wide range of topics.

Qualifications

JOB REQUIREMENTS AND QUALIFICATIONS

Education:  Minimum bachelor’s degree.

Certificates: Certified Meeting Professional (CMP) preferred but not required.

Knowledge Requirements: 

Must be a detail-oriented individual with a passion for event planning and coordination.  

Computer skills and flexibility with evolving technologies essential.

Ideal candidate should have fluency in database use and knowledge of software that can assist event coordination.

The Society relies on Salesforce for many of its operations, so experience with or ability to quickly learn this platform is essential.

Ideal candidate will be intellectually curious and have an appreciation for the scholarly enterprise.

Personal: Have strong interpersonal and communication skills and the desire and ability to work productively and collaboratively to support the mission of the Society.

OTHER INFORMATION

Special Information (Travel required, physical requirements, on-call schedules, etc.):

·         Attendance at biannual Meetings essential.

·         On-call for additional meetings, events, often outside of office hours.

·         Frequent, off-hour attention to Members emails and calls.