Meetings Program Specialist

Division and Unit Overview

The mission of ACS is to advance the broader chemistry enterprise and its practitioners for the benefit of Earth and its people. The Meetings and Events Division is to serve learners and educators by building communities and supporting innovative, relevant, and effective chemistry education and professional development. The strategic objectives of the ACS Meetings and Events Division reflect the responsiveness of the Division in fulfilling the vision, mission, and values of ACS and meeting the needs of the changing chemistry enterprise.

Position Summary

The American Chemical Society is looking for an enthusiastic and high-performing individual to support the growth of the ACS' Meetings and Expositions Division. This position provides dedicated higher-level support to the Senior Director, Meetings and Events and the team, and manages special projects, oversees efficient administrative tasks, coordination between different departments, budget management, data management/analytics, and supports strategic planning efforts. The incumbent reports directly to the Senior Director, Meeting Exposition Services and assists in performing their duties. The incumbent serves as a key contact for the Senior Director, Meeting Exposition Services' direct reports and interacts with all levels of ACS executive management, staff, ACS Governance, and the public. They will be responsible for collaborating with senior leaders, executives, and business partners on the development and execution of strategic initiatives and business operations improvement. They work with highly confidential information; their responsibilities require discretion and judgment and exposure to sensitive issues and situations. Duties require in-depth knowledge of the organization's policies, procedures, data analytics and core operations.

Position Accountabilities

• Serves as program specialist, providing strategic and high-level admin support to the Senior Director of the Meetings and Exposition Department while proactively addressing challenges.
• Develop and manage division event database (historical data, etc.). Performs complex research and data analysis; develop and present reports
• Monitor budgets as assigned; and track and reconcile expenses.
• Coordinate RFP processes, and compiles and analyze proposal data.
• Manage contract system processes for the department and provide training.
• Support division-wide office procedures that are consistent with ACS-wide procedures and policies.
• Monitor the activities of the Senior Director's reporting staff, including monitoring deadlines, tracking organizational and division goals, organizational objectives/priorities, monitoring and updating KPIs, measure success and report on progress, manage DMES staff travel as needed, and manage DMES schedules including leave and travel and onsite event schedules.
• Manage DMES division's office administration including scheduling and managing meetings, taking minutes, training requests, supplies, expense reporting, expense tracking, manage invoice processes, manage financial reports, and manage SharePoint sites. Manage and lead new staff manuals, onboarding and training, and events.
• Support committees and manage committee and governance related requirements: agenda development, scheduling meetings, taking minutes, logistical meeting arrangements, and monitors travel expense vouchers from committee members.
• Build and maintain effective relationships with other leadership and across the enterprise. Works in collaboration with all levels of management, staff, and governance.
• Performs confidential work
• 10%-15% travel to provide onsite support of events as assigned (must be able to lift up to 25 lbs. and work extended hours during events as needed)

Education/Experience/Technological Knowledge

• College degree or equivalent or formal technical and administrative training with expertise in data analytics.
• Min of 5-7 years' experience; Executive Assistant and project management experience preferred
• Experience working for a senior executive required.
• Demonstrated program and project management experience required;
• Initiative-taker, strong work ethic and ability to work in a cross functional collaborative environment.
• Excellent verbal and written communication skills
• Superior organizational skills with ability to multi-task and flawless attention to detail.
• Excellent leadership, consensus-building skills, and talented problem solver.
• Experience working in a busy environment, demonstrating the ability to effectively prioritize and meet deadlines
• Ability to multitask, exceptional writing, editing, and proofreading skills is needed.
• Excels at working in a fast paced, results oriented, community environment.
• Strong writing and verbal communications skills for interacting with stakeholders;
• Advanced experience in MS Outlook, Excel, PowerPoint, Word, SharePoint, and Teams required.
• The position requires some travel.
• ACS maintains a hybrid schedule with three days a week in the Washington DC office.

This role is based in our Washington, D.C. office. A reasonable rate of compensation for this position is between $70,000 - $80,000 per year.

ACS currently provides the following benefits for this position: paid vacation leave, paid sick leave, paid holidays, health insurance, flexible spending account or health care savings account, dental insurance, life insurance, vision insurance, retirement benefits, short- and long-term disability, and 4-week work from anywhere; each benefit is subject to the terms of the applicable program. Additional benefits may apply based on skills, experience, and location.

Any actual offer of employment, reflecting the total compensation package and benefits, will be made in the sole discretion of ACS. ACS reserves the right to amend or modify its employment benefits and compensation structure at any time.

Enthusiastic - Shows intense and eager enjoyment and interest
Team Player - Works well as a member of a group
Dedicated - Devoted to a task or purpose with loyalty or integrity
Detail Oriented - Capable of carrying out a given task with all details necessary to get the task done well

Entrepreneurial Spirit - Inspired to perform well by an ability to drive new ventures within the business
Self-Starter - Inspired to perform without outside help
Goal Completion - Inspired to perform well by the completion of tasks
Ability to Make an Impact - Inspired to perform well by the ability to contribute to the success of a project or the organization

5 - 7 years: Executive Assistant and Project Management Experience (required)