Job Description:

American Physical Society

ID: 1416
Location: Remote
Department: Meetings

Administrative Assistant, Meetings

Who we are:

The American Physical Society is a nonprofit membership organization working to advance physics by fostering a vibrant, inclusive, and global community dedicated to science and society. APS represents more than 50,000 members, including physicists in academia, national laboratories, and industry in the United States and around the world.

Position Summary:

The Administrative Assistant, Meetings supports the objectives, goals, and operation of the Meetings Department by providing top-level assistance to the Director of Meetings and the Associate Director of Meetings. By supporting the work of these directors, the Administrative Assistant will help the meetings leadership be more effective in their roles. The position requires the highest level of confidentiality and professionalism. The position also requires the ability to act independently and utilize independent judgment in carrying out assignments, including the ability to develop and implement strategies to accomplish assigned goals and tasks.

APS has a “remote first” concept that promotes equal treatment and equal access within the United States, independent of physical work location, with a majority of staff working primarily from remote work locations. APS values diversity and welcomes candidates from a variety of backgrounds. APS offers a dynamic work environment with an outstanding total compensation package, including salary, outstanding benefits, and excellent paid time off.

Responsibilities:

Administrative Support

• Provides comprehensive administrative support to the Director of Meetings and the Associate Director of Meetings.

• Organizes and maintains the Director of Meetings’ calendar, including meeting coordination; arranges and coordinates appointments, meetings, and functions ensuring optimal use of time and resources.

• Manages Director of Meetings’ schedule by making and communicating decisions regarding the prioritization of competing events, meetings, and meeting requests.

• Prepares and designs general correspondence, memos, PowerPoint presentations, reports, and other written materials on behalf of the Director of Meetings as well as the Associate Director of Meetings. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of the final copy.

• Performs general office duties such as ordering supplies, sending mailings, maintaining records, and management database systems.

• Assists with special projects as assigned by the Director of Meetings and Associate Director of Meetings, including research, data entry, and preparation of presentations and reports.
• Assists Meetings Department Project Manager as needed.

Meeting Preparation and Coordination

• Prepare and distribute meeting materials, agendas, and presentations for internal and external stakeholders.

• Provides logistical arrangements, including virtual/conference calls, food and beverage, room setup/cleanup, and other needs for department and staff meetings.

• Provides administrative support to the Committee on Scientific Meetings, the March Meeting Chair Line, and the April Meeting Chair Line, including scheduling meetings, taking notes, preparing meeting minutes with follow-up actions, and organizing documents.

Travel and Finance Support

• Coordinates travel arrangements, accommodations, and transportation for the Director and Associate Director of Meetings.

• Prepares expense reports for the Director and Associate Director and reviews expense reports of their direct reports.

• Supports the Director in budget tracking and financial administration related to meetings and events, including the department’s operating budget.

• Prepares accurate billing of meeting services to all units and external clients and coordinates with accounting.

Other Responsibilities

• Responds to inquiries and provides timely and accurate information to APS members, meeting participants, and collaborators.

• Identifies and balances competing priorities, utilizing independent judgment.

• Other duties as assigned.

Education:

• High school diploma or equivalent required. Associate or Bachelor’s degree preferred. (directly relevant work experience in lieu of degree accepted).

Experience, Knowledge, Skills, and Abilities:

• Minimum of 5 years of proven experience as an administrative assistant or similar role, preferably in event planning, association management, or a related field.
• Exceptional written and verbal communication skills
• Strong interpersonal skills and ability to build relationships and interact professionally with diverse stakeholders.
• Strong organization, documentation, and prioritization skills.
• Ability to multitask and adhere to tight deadlines.
• Demonstrates effective time management and the ability to meet deadlines.
• Demonstrates a positive, can-do attitude with the ability to work effectively in a fast-paced environment.
• Excellent attention to detail; skilled at proofreading/copy editing.
• Creative contributor: solutions oriented.
• Ability to adapt to quickly changing schedules.
• Ability to work well with interdepartmental teams.
• Ability to operate independently.
• Ability to identify and balance competing priorities.
• Ability to treat confidential information with appropriate discretion.
• Ability to act as a gatekeeper and escalate relevant information to directors as needed.
• Ability to collaborate with internal and external leaders across the organization.
• Ability to be respectful, approachable, and team-oriented while building strong working relationships and a positive work environment.
• Strong collaboration skills across all levels
• Acute attention to detail
• Able to identify and address/resolve issues quickly, using excellent judgment on when to elevate issues to department leadership.
• Proficiency in the use of Zoom, Google Suite Applications, Microsoft Office Applications, Salesforce, and ASANA is preferred.
• Possesses a proactive and positive approach to process improvement.
• Excellent customer service
  

Travel: The position requires up to 5% of travel for in-person meetings with staff as well as periodic, as well as additional travel as assigned.

Salary:

The salary range for this position takes into account various factors influencing compensation decisions, such as skill sets, experience, training, and other business and organizational requirements. The salary listed within the specified ranges considers relevant experience. Our compensation philosophy at APS aims to maintain salaries at the midpoint of the market. As a result, we typically hire within the target starting range. Exceptional, rare cases may merit reviews above target starting range for specialized or niche skills aligned with strategic operational goals.

Hiring Range: $35,636/year - $48,554/year (USD)

Target Starting Range: $35,636/year - $39,645/year (USD)

Work Environment:

As noted above, APS offers a “Remote First” workplace. Although our offices are located on Long Island, NY; Washington DC; and College Park, MD, you can work from other places in the United States. We are flexible about work hours, but expect responsiveness during the core of the workday, Eastern Time.


This is Us:

Help us achieve our mission of advancing and diffusing the knowledge of physics for the benefit of humanity, promote physics, and serve the broader physics community.

At APS, we:

• Provide a welcoming and supportive professional home for an active, engaged, and diverse membership
• Advance scientific discovery and research dissemination
• Advocate for physics and physicists, and amplify the voice for science
• Share the excitement of physics and communicate the essential role physics plays in the modern world
• Promote effective physics education for all

Core Values:

Core values are essential to shaping the culture of an organization. They provide the structure and guidance for how we conduct ourselves in our day-to-day interactions. Every employee has a responsibility for upholding these values. The behaviors and actions associated with demonstrating competency in these Core Values are described in a separate document.

Our Core Values:

• Scientific Method
• Trust, Integrity, and Ethical Conduct
• Equity, Diversity, and Respect
• Collaboration
• Education and Learning
• Speaking Out

Amazing 2025 Benefit Offerings:

• 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 $2000.00 (USD) - 100% employer paid
• Dental benefits: individual coverage 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 days of significance; 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
• 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
• APS does not offer relocation assistance/costs

The American Physical Society is an affirmative action and equal opportunity employer. It is the policy of American Physical Society not to discriminate or allow the harassment of employees or applicants on the basis of race, religious creed, immigration status, alienage or citizenship, religion, color, ethnicity, sex, national origin, age, disability, marital status, familial status, protected veteran status, protected military status, physical or mental disability, sexual orientation, gender identity, genetic information, predisposing genetic characteristics, ancestry, domestic violence victim status or any other characteristic protected by law with regard to any employment practices, including recruitment, advertising, job application procedures, hiring, upgrading, training, promotion, transfer, compensation, job assignments, benefits and/or other terms, conditions, or privileges of employment, provided the individual is qualified, with or without reasonable accommodations, to perform the essential functions of the job. This policy applies to all jobs at APS. The American Physical Society is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request a reasonable accommodation, please contact APS Human Resources at hr@aps.org. The “Know Your Rights: Workplace Discrimination is Illegal'' poster, prepared by the U.S. Equal Employment Opportunity Commission (EEOC), provides an overview of several laws that protect you from discrimination on the job, and several rights are afforded to you by these laws. The “Pay Transparency Non Discrimination Provision,” prepared by the U.S. Office of Federal Contract Compliance Programs (OFCCP), provides an overview of several protections implemented to protect individuals working under federal contracts from discrimination when inquiring about or discussing compensation; these protections apply to all employees and applicants. The APS has a "remote first" concept that promotes equal treatment and equal access, independent of physical work location, with a majority of staff working primarily from remote work locations.

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