American Mathematical Society
Director, Meetings & Conferences
American Mathematical Society, North Providence, Rhode Island, us, 02911
POSITION: Director of Meetings and Conferences
LOCATION: Providence Rhode Island
ABOUT THE AMERICAN MATHEMATICAL SOCIETY
The American Mathematical Society (AMS), founded in 1888, is a non-profit membership organization that is dedicated to advancing research and connecting the diverse global mathematical community through our publications, meetings and conferences, MathSciNet, professional services, advocacy, and awareness programs. The AMS has 30,000 members worldwide and offices in Rhode Island, Michigan, and Washington, DC.
WHY WORK AT THE AMS
Excellent work-life balance with potential for hybrid work
Generous benefit offerings including:
9.5% employer contribution to 403(a) Retirement Plan
100% employer-paid Life, AD&D, Short- and Long-Term Disability Insurance
Medical and dental coverage with employer cost share
Voluntary vision, Life/AD&D, and Long-term Care Insurance available through payroll deduction
12 paid holidays
Generous paid time off
Technology equipment reimbursement for applicable roles
Tuition reimbursement
Commitment to equity, diversity, inclusion and a welcoming environment
SUMMARY:
The Director of Meetings and Conferences is responsible for overseeing the planning, execution, and evaluation of all meetings, conferences, and events for the American Mathematical Association. This role ensures that events are strategically aligned with the organization's goals, provide exceptional value to members, provide a platform for mathematicians to share their scholarship, and enhance the organization's reputation. The Director will work closely with the leadership team and governance members across AMS committees and boards to deliver high-quality events that engage and inspire members, attendees, and supporters of the AMS.
Applicants should submit a resume and/or CV and a letter of interest.
ESSENTIAL FUNCTIONS:
Event Planning and Execution
Drive the development and implementation of comprehensive plans for all meetings, conferences, and events, including annual conferences, regional meetings, and special events.
Oversee all logistical aspects of events, including venue selection, contract negotiation, vendor management, and on-site coordination.
Ensure events are delivered on time, within budget, and meet high standards of quality and professionalism.
Program Development
Collaborate with internal and external stakeholders to develop event programs that align with the organization's mission and strategic objectives.
Identify and secure speakers, facilitators, and presenters who can deliver high-quality, engaging content.
Collaborate on the creation and production of event materials, including agendas and session descriptions.
Budget and Financial Management:
Own, develop and manage all event budgets, ensuring efficient use of resources and maximizing revenue opportunities.
Actively monitor and report on event financial performance, including revenue, expenses, and profitability.
Collaborate with internal colleagues to identify and pursue sponsorship opportunities to support event funding.
Marketing and Promotion:
Collaborate with the Communications and Marketing teams to develop and implement event marketing strategies to maximize attendance and engagement.
Collaborate on the creation of all promotional materials, including brochures, email campaigns, social media content, and website updates.
Utilize data and analytics to measure the effectiveness of marketing efforts and adjust strategies as needed.
Attendee Experience:
Ensure a positive and seamless experience for all event attendees, from registration through post-event follow-up.
Develop and implement strategies to enhance attendee engagement and satisfaction, including networking opportunities, interactive sessions, and personalized experiences.
Address and resolve any issues or concerns that arise before, during, or after events.
Use data and analytics to better understand attendee experience and make adjustments as needed.
Leadership and Management:
Lead, mentor, and manage the meetings and conferences team, providing guidance and support to achieve departmental goals.
Collaborate with other departments to ensure a cohesive approach to event planning and execution.
Establish and maintain relationships with vendors, including venues, caterers, and technology providers, to ensure successful event execution.
Contribute to the development and implementation of the organization’s strategic plan, focusing on the live event experiences of members and other event attendees.
Provide staff support and serve as a liaison on certain AMS governance committees.
Work with volunteer leaders and committees to align event activities with the organization's mission and strategic objectives.
Evaluation and Improvement:
Collect and analyze feedback from event attendees, speakers, and stakeholders to evaluate the success of events and identify areas for improvement.
Prepare regular reports and presentations for the leadership team and board members on event outcomes, trends, and performance.
Stay informed about industry trends and best practices in event planning and apply this knowledge to enhance the organization’s events.
INTERNAL AND EXTERNAL RELATIONSHIPS:
Internal:
Report to Chief External Relations Officer; work with staff in other departments to plan and implement membership recruitment and retention strategies; cooperate with staff in other departments on relevant projects.
External:
Work with relevant AMS committees and officers on membership issues; communicate with AMS members and representatives of other organizations.
SUPERVISORY RESPONSIBILITIES:
This role supervises the meetings and conferences team.
QUALIFICATIONS:
To perform this job successfully, candidates must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Bachelor’s degree in event management, hospitality, business, nonprofit management, or a related field (Master’s degree preferred).
A minimum of 7-10 years of experience in event planning and management, preferably within a nonprofit or association setting.
Proven track record of successful event planning and execution, including large-scale conferences and meetings.
Strong leadership and team management skills, previous people management experience preferred.
Excellent organizational and project management skills.
Ability to manage multiple events and priorities simultaneously.
Proficiency in event management software and tools.
Strong communication and interpersonal skills.
Ability to work collaboratively with staff, volunteers, and external stakeholders.
ATTRIBUTES AND COMPETENCIES:
The following attributes and competencies are indicators of the skills and/or behaviors necessary to successfully perform the essential functions of the position:
Passion for the mission and values of American Mathematical Society
Innovative and results-oriented mindset
Strong problem-solving skills and attention to detail
Strong communication skills
High level of integrity and professionalism
Responds positively to changes in the organization and the workplace
Demonstrates flexibility in responding to work demands
Demonstrates and communicates respect for the opinions and beliefs of other people at all levels and fosters a climate of mutual respect
Plans and organizes work effectively
Accepts accountability for job performance and results
Works effectively with others in a variety of settings
Uses communication tools effectively (e.g., presentation, verbal, writing, relationship building, negotiating, listening) to meet needs of audience and/or situation
Maintains professional composure in challenging situations
Exercises discretion in identifying, handling, and safeguarding confidential information
Addresses issues constructively, building cooperative relationships within and across departments
Receptive to feedback and willing to try different approaches in order to achieve the best results
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Duties performed cause light fatigue of eyes, fingers, or other faculties due to long periods of standing, sitting or repetitive motion.
Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices.
WORK ENVIRONMENT/CONDITIONS:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Typical office environment, climate-controlled, minimal noise.
Performing primarily sedentary work with limited physical exertion and lifting up to 40 lbs.
Extended work hours may be required to meet project deadlines or resolve unexpected problems.
Must be able to travel (domestically and perhaps internationally) to meetings and conferences (1-2 weeks of travel per year).
This position is required to be in-office with hybrid potential.
Affirmative Action/EEO Statement
The American Mathematical Society is committed to creating a diverse environment and is proud to be an equal opportunity employer. The AMS supports equality of opportunity and treatment for all individuals, regardless of sex, gender identity or expression, race, color, national or ethnic origin, religion or religious belief, age, marital status, sexual orientation, disability status, economic background, veteran, or immigration status, or any other social or physical component of their identity.
Other duties disclaimer:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. It is not intended as an employment contract.
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LOCATION: Providence Rhode Island
ABOUT THE AMERICAN MATHEMATICAL SOCIETY
The American Mathematical Society (AMS), founded in 1888, is a non-profit membership organization that is dedicated to advancing research and connecting the diverse global mathematical community through our publications, meetings and conferences, MathSciNet, professional services, advocacy, and awareness programs. The AMS has 30,000 members worldwide and offices in Rhode Island, Michigan, and Washington, DC.
WHY WORK AT THE AMS
Excellent work-life balance with potential for hybrid work
Generous benefit offerings including:
9.5% employer contribution to 403(a) Retirement Plan
100% employer-paid Life, AD&D, Short- and Long-Term Disability Insurance
Medical and dental coverage with employer cost share
Voluntary vision, Life/AD&D, and Long-term Care Insurance available through payroll deduction
12 paid holidays
Generous paid time off
Technology equipment reimbursement for applicable roles
Tuition reimbursement
Commitment to equity, diversity, inclusion and a welcoming environment
SUMMARY:
The Director of Meetings and Conferences is responsible for overseeing the planning, execution, and evaluation of all meetings, conferences, and events for the American Mathematical Association. This role ensures that events are strategically aligned with the organization's goals, provide exceptional value to members, provide a platform for mathematicians to share their scholarship, and enhance the organization's reputation. The Director will work closely with the leadership team and governance members across AMS committees and boards to deliver high-quality events that engage and inspire members, attendees, and supporters of the AMS.
Applicants should submit a resume and/or CV and a letter of interest.
ESSENTIAL FUNCTIONS:
Event Planning and Execution
Drive the development and implementation of comprehensive plans for all meetings, conferences, and events, including annual conferences, regional meetings, and special events.
Oversee all logistical aspects of events, including venue selection, contract negotiation, vendor management, and on-site coordination.
Ensure events are delivered on time, within budget, and meet high standards of quality and professionalism.
Program Development
Collaborate with internal and external stakeholders to develop event programs that align with the organization's mission and strategic objectives.
Identify and secure speakers, facilitators, and presenters who can deliver high-quality, engaging content.
Collaborate on the creation and production of event materials, including agendas and session descriptions.
Budget and Financial Management:
Own, develop and manage all event budgets, ensuring efficient use of resources and maximizing revenue opportunities.
Actively monitor and report on event financial performance, including revenue, expenses, and profitability.
Collaborate with internal colleagues to identify and pursue sponsorship opportunities to support event funding.
Marketing and Promotion:
Collaborate with the Communications and Marketing teams to develop and implement event marketing strategies to maximize attendance and engagement.
Collaborate on the creation of all promotional materials, including brochures, email campaigns, social media content, and website updates.
Utilize data and analytics to measure the effectiveness of marketing efforts and adjust strategies as needed.
Attendee Experience:
Ensure a positive and seamless experience for all event attendees, from registration through post-event follow-up.
Develop and implement strategies to enhance attendee engagement and satisfaction, including networking opportunities, interactive sessions, and personalized experiences.
Address and resolve any issues or concerns that arise before, during, or after events.
Use data and analytics to better understand attendee experience and make adjustments as needed.
Leadership and Management:
Lead, mentor, and manage the meetings and conferences team, providing guidance and support to achieve departmental goals.
Collaborate with other departments to ensure a cohesive approach to event planning and execution.
Establish and maintain relationships with vendors, including venues, caterers, and technology providers, to ensure successful event execution.
Contribute to the development and implementation of the organization’s strategic plan, focusing on the live event experiences of members and other event attendees.
Provide staff support and serve as a liaison on certain AMS governance committees.
Work with volunteer leaders and committees to align event activities with the organization's mission and strategic objectives.
Evaluation and Improvement:
Collect and analyze feedback from event attendees, speakers, and stakeholders to evaluate the success of events and identify areas for improvement.
Prepare regular reports and presentations for the leadership team and board members on event outcomes, trends, and performance.
Stay informed about industry trends and best practices in event planning and apply this knowledge to enhance the organization’s events.
INTERNAL AND EXTERNAL RELATIONSHIPS:
Internal:
Report to Chief External Relations Officer; work with staff in other departments to plan and implement membership recruitment and retention strategies; cooperate with staff in other departments on relevant projects.
External:
Work with relevant AMS committees and officers on membership issues; communicate with AMS members and representatives of other organizations.
SUPERVISORY RESPONSIBILITIES:
This role supervises the meetings and conferences team.
QUALIFICATIONS:
To perform this job successfully, candidates must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Bachelor’s degree in event management, hospitality, business, nonprofit management, or a related field (Master’s degree preferred).
A minimum of 7-10 years of experience in event planning and management, preferably within a nonprofit or association setting.
Proven track record of successful event planning and execution, including large-scale conferences and meetings.
Strong leadership and team management skills, previous people management experience preferred.
Excellent organizational and project management skills.
Ability to manage multiple events and priorities simultaneously.
Proficiency in event management software and tools.
Strong communication and interpersonal skills.
Ability to work collaboratively with staff, volunteers, and external stakeholders.
ATTRIBUTES AND COMPETENCIES:
The following attributes and competencies are indicators of the skills and/or behaviors necessary to successfully perform the essential functions of the position:
Passion for the mission and values of American Mathematical Society
Innovative and results-oriented mindset
Strong problem-solving skills and attention to detail
Strong communication skills
High level of integrity and professionalism
Responds positively to changes in the organization and the workplace
Demonstrates flexibility in responding to work demands
Demonstrates and communicates respect for the opinions and beliefs of other people at all levels and fosters a climate of mutual respect
Plans and organizes work effectively
Accepts accountability for job performance and results
Works effectively with others in a variety of settings
Uses communication tools effectively (e.g., presentation, verbal, writing, relationship building, negotiating, listening) to meet needs of audience and/or situation
Maintains professional composure in challenging situations
Exercises discretion in identifying, handling, and safeguarding confidential information
Addresses issues constructively, building cooperative relationships within and across departments
Receptive to feedback and willing to try different approaches in order to achieve the best results
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Duties performed cause light fatigue of eyes, fingers, or other faculties due to long periods of standing, sitting or repetitive motion.
Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices.
WORK ENVIRONMENT/CONDITIONS:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Typical office environment, climate-controlled, minimal noise.
Performing primarily sedentary work with limited physical exertion and lifting up to 40 lbs.
Extended work hours may be required to meet project deadlines or resolve unexpected problems.
Must be able to travel (domestically and perhaps internationally) to meetings and conferences (1-2 weeks of travel per year).
This position is required to be in-office with hybrid potential.
Affirmative Action/EEO Statement
The American Mathematical Society is committed to creating a diverse environment and is proud to be an equal opportunity employer. The AMS supports equality of opportunity and treatment for all individuals, regardless of sex, gender identity or expression, race, color, national or ethnic origin, religion or religious belief, age, marital status, sexual orientation, disability status, economic background, veteran, or immigration status, or any other social or physical component of their identity.
Other duties disclaimer:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. It is not intended as an employment contract.
#J-18808-Ljbffr