Note: APA operates on a 37.5-hour work week with one hour lunch breaks each day. APA sets salaries based on several considerations, including years of relevant experience, level of education, and previous staff and/or governance experience at APA.
The Meetings Manager, Governance, and Special Projects will coordinate all meeting logistics for Board of Director, Board Retreats, Spring Consolidated, and Council meetings. Additionally, the selected candidate will oversee the President’s calendar and manage all related correspondence, as well as acting as the liaison to the presidential task force for convention programs and managing special events, ensuring they align with the organization's strategic goals.
Education and Experience Required:
Bachelor’s degree required (Business, Psychology)
This position requires a minimum of 5+ years of experience in meeting management, encompassing contract negotiation, venue assessment, menu planning, audio-visual coordination, budgeting, logistics, and vendor selection.
This position will involve working directly with the APA Board of Directors and council members.
Must commit to professional, ethical standards and confidentiality regarding financial and other issues as they arise.
Excellent customer service skills, interpersonal abilities, diplomacy, and the ability to remain poised and professional when navigating challenging situations and interactions are essential.
Excellent organizational skills and the ability to manage multiple projects simultaneously against tight deadlines.
Adheres to convention and specialty budgets and timelines for all APA meetings as they arise.
Ensure meeting procedures are kept up-to-date and revise them as necessary.
Attends and participates in professional development training, courses/conferences to expand knowledge base and expertise.
Able to maintain confidentiality about sensitive matters.
Planning medical or mental health meetings is a plus.
Industry accreditation such as CAE, CMP, or DES is a plus.
A bachelor’s degree or years of experience is preferred.
Capable of working in an entirely virtual team environment but must be able to go into the office for tasks like managing meeting logistics and handling shipments, including some in-person meetings.
Able to lift 35 lbs. and travel as required based on job responsibilities.
Computer Skills Required (including level of expertise):
Microsoft Word
Advanced
Microsoft Excel
Proficient
Microsoft PowerPoint
Proficient
Email programs
Advanced
Adobe Acrobat
Proficient
Asana
Proficient
Responsibilities:
Plans and manages multiple small dinners, small to medium-sized meetings, and special events for the Board of Directors and the annual Past Presidents dinner. Also coordinates logistics for the Consolidated and Council meetings of up to 300 attendees.
Responsible for site inspection, selection and recommendation, contract negotiation, budget, food and beverage planning, management, and onsite logistics.
Coordinate and confirm hotel sleeping room arrangements and travel for the Board of Directors, Council, and Consolidated meetings.
Able to create and follow a budget outlined by the Sr. Director, Meetings and Events.
Audit invoices for meeting services and ensure vendors are being paid in a timely manner.
Able to maintain the President and President-Elect calendars, travel, and be the President’s on-site liaison during the annual convention.
Meet with the President as needed to finalize their convention arrangements during their presidential year and prepare the President's onsite schedule.
Manage the six hours of presidential programming designated by the president, including arranging housing and transportation for speakers.
Work with the presidential task force to confirm program content and communicate their requirements to the program manager, meetings, and events.
Oversee expense reports processing for the Board of Directors and Council with internal assistance.
Coordinate the development of presidential citations, including lifetime achievement awards, and ship them to the meeting and/or recipient.
Update Board and Council webpages yearly.
Ship supplies and equipment to each meeting as required.
Oversee convention shipment to meeting location and return to HQ, coordinating process across APA Teams and providing clear, detailed instructions.
Assist the Associate Director, Meetings & Events, with meeting logistics during convention, when necessary.
Must be a team player and help when necessary.
Other duties as assigned by the Senior Director, Meetings & Events.
About APA:
The American Psychological Association (APA) represents 146,000+ psychologists, students, and affiliates, primarily in the U.S. and Canada but also in other countries around the world. APA is a scientific and professional organization with about 500 employees and is categorized as a 501(c)(3) along with its 501(c)(6) companion organization, APA Services, Inc.
Job Location: Remote: APA jobs may be considered for remote work eligibility as defined in APA’s Flexible Work Policy and are subject to approval. Remote work employees may not work from the following states or U.S. territories: Alaska, California, Colorado, Guam, Hawaii, Iowa, Louisiana, Montana, Nebraska, New York, North Dakota, Ohio, Puerto Rico, Rhode Island, U.S. Virgin Islands, Washington, Wyoming.
Application Instructions:
Qualified candidates must apply online through APA’s applicant system and attach a resume and cover letter specifying your salary expectations. Applications that are submitted without both documents are considered incomplete and will not be reviewed for consideration. Once your application is submitted, you will receive a confirmation email.Please make sure to check your Spam folder if you do not receive an email from us.
The American Psychological Association is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, national origin, disability, protected Veteran status, sexual orientation, gender identity, or any other protected categories covered under local law.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
Based in Washington, DC, the American Psychological Association (APA) is a scientific and professional organization that represents psychology in the United States. With 150,000 members, APA is the largest association of psychologists worldwide.