Administrative Assistant, Meetings Jobs

Administrative Assistant, Meetings

American Physical Society

Location:
United States, College Park

Category:
Office Administration

Contract Type:
Not provided

Salary:

36526.00 - 49767.00 USD / Year

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Job Description:

The administrative assistant, meetings, supports the objectives and operations of the Meetings Department by providing high-level assistance to the director of meetings and the associate director of meetings. By supporting the work of these directors, the administrative assistant helps meetings leadership be more effective in their roles. The position requires the highest level of confidentiality and professionalism and the ability to act independently and use sound judgment in carrying out assignments, including developing and implementing strategies to accomplish goals and tasks.

Job Responsibility:

Provide comprehensive administrative support to the director and associate director of meetings
Organize and maintain the director’s calendar, including meeting coordination and scheduling
Arrange and coordinate appointments, meetings, and functions
Manage competing events and meeting requests
Prepare and design correspondence, memos, PowerPoint presentations, reports, and other materials
Perform general office duties such as ordering supplies, sending mailings, maintaining records, and managing databases
Assist with special projects, including research, data entry, and preparation of presentations and reports
Support the meetings department project manager as needed
Prepare and distribute meeting materials, agendas, and presentations
Coordinate logistics for department and staff meetings
Provide administrative support to the Committee on Scientific Meetings, the March Meeting chair line, and the April Meeting chair line
Coordinate travel, accommodations, and transportation for the director and associate director
Prepare and review expense reports
Support budget tracking and financial administration related to meetings and events
Prepare accurate billing of meeting services
Respond to inquiries and provide timely, accurate information
Identify and balance competing priorities
Perform other duties as assigned

Requirements:

High school diploma or equivalent required
Associate or bachelor’s degree preferred
Minimum of five years of experience as an administrative assistant or in a similar role, preferably in event planning, association management, or a related field
Exceptional written and verbal communication skills
Strong interpersonal and relationship-building skills
Excellent organizational and prioritization skills
Ability to multitask, manage time effectively, and meet deadlines
Detail oriented with strong proofreading and copy editing skills
Creative, proactive, and solutions oriented
Flexible and able to adapt to changing schedules
Skilled collaborator with the ability to work independently and as part of a team
Ability to handle confidential information with discretion
Demonstrated judgment in determining when to escalate issues
Proficiency with Zoom, Google Workspace, Microsoft Office, Salesforce, and Asana preferred
Commitment to excellent customer service and continuous process improvement

Nice to have:

Associate or bachelor’s degree
Experience in event planning, association management, or a related field
Proficiency with Zoom, Google Workspace, Microsoft Office, Salesforce, and Asana

What we offer:

Flexible schedules and ability to work remotely
8% employer-paid retirement contribution
Investment advisement services: 100% employer paid
Medical benefits: PPO or HDHP option
Employer contribution to FSA or HSA account
Lifestyle Spending benefit up to $1,500.00 (USD) - 100% employer paid
Vision benefits: individual and dependent coverage 100% employer paid
Basic Life & Accident insurance: employee coverage 100% employer paid
Supplemental Life & Accident insurance
Disability insurance: employee coverage 100% employer paid
Voluntary Accident & Critical Illness insurance
Healthcare, Commuter & Dependent care flexible spending accounts
Vacation: 15 days annually
Generous holiday leave: 17 paid office closures
Personal leave: 4 days annually
Volunteer leave: 1 day annually
Sick leave: 10 days annually
Bereavement & Compassion leave: 2 -15 days based on loss
12 weeks employer-paid family leave
College tuition reimbursement plan
Job related seminar & continuing education 100% employer paid
Professional Certification/Recertification 100% employer paid
Training and professional development
access to LinkedIn Learning on-demand courses
Employee Assistance Program
Mindfulness Meditation: live and on-demand classes

Additional Information:

Job Posted:
December 17, 2025

Expiration:
January 02, 2026

Employment Type:

Fulltime

Work Type:

Remote work

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