Virtual Events Specialist Job at American Physical Society

Job Description

The virtual events specialist works with the senior virtual events specialist and the senior manager, meetings & event technology to manage virtual and hybrid events. APS runs 20-25 events annually ranging from 100 to 15,000 attendees. The specialist understands the virtual/hybrid event and conference industry, including programming for online learning, user web behaviors, digital production, meeting mobile apps and the importance of data analysis. Digitally savvy and curious on latest technology trends, this specialist stays up to date on virtual event and digital learning best practices, has an audience-centric approach, and provides innovative thinking to drive new ideas in an ever-changing environment.

Job Responsibility

Act as product manager for assigned virtual/hybrid events and webinars
Create RFPs, analyze proposals and make recommendations for the best platform/technology for events
Create relationships with vendors and specialists to execute APS digital events
Review and test APS meeting systems for accuracy, functionality and quality and work to fix errors independently or flag issues with developers
Design layouts in self-service digital event platforms
Work with staff to oversee the APS meeting apps
Acts as liaison to the Corporate Relations team to ensure accuracy of exhibit and sponsorship listing in the meetings’ mobile app and virtual platform
Completes data entry for special programs and events for meeting mobile apps and platforms
Collects and maintains documentation in team managed webinars
Provides live support to organizers, attendees and presenters during virtual only sessions and webinars
Create Frequently Asked Question documentation for various programs and platforms
Checks presenter/chair status and conducts training for presenters, moderators, program chairs, volunteers and staff
Monitors, manages and is the first point on virtual platform and mobile app questions for APS managed meetings and events from customers/registrants
Explores and suggests event technology to create a better user experience for APS meeting attendees
Analyze post event survey and platform data to create reports for staff and volunteers
Partners with meetings logistics team, scientific programs team and APS communications team to facilitate all related meetings logistics and communications

Requirements

Minimum of 2 years of relevant experience, preferably within non profits and or associations
History with in-person, hybrid and virtual meetings and webinars are a plus
Experience with the following components/systems preferred: Webcasting and virtual meeting platforms
Video editing tools, such as Adobe Premiere, Camtasia or iMovie
Outstanding customer services skills including the ability to explain technology to end users in a clear and friendly manner
Ability to manage assigned projects with numerous departments, volunteers and vendors involved
Extensive knowledge of Zoom webinar and meetings for 50+ participants
Presentation skills with ability to take concepts and/or ideas and easily translate into written or spoken instructions
Ability to conduct training materials for presenters, chairs and staff
Creative problem solving and troubleshooting skills
Knowledge of the best practices for online presentations
An understanding of learning management systems and/or digital education repositories is a plus
Excellent oral and written communication skills and organizational skills are required
Interest in online education and instructional design is highly desirable
Desire to learn new technologies is preferred

Nice to have

History with in-person, hybrid and virtual meetings and webinars are a plus
An understanding of learning management systems and/or digital education repositories is a plus
Interest in online education and instructional design is highly desirable
Desire to learn new technologies is preferred

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, eligibility based on medical plan enrollment
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, including spouse & dependent child(ren) coverage
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
includes one week closure at the end of December
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

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Virtual Events Specialist

Job Description

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