Meetings Specialist

Please note that relocation is not available. Employees are required to work from our home office in Maryland two days a week. Please include a cover letter with your application.

Company Overview

The Association of Academic Physiatrists (AAP) is the premier academic association dedicated to the specialty of physical medicine and rehabilitation (PM&R). We are a vibrant community of over 3,000 physiatrists, researchers, trainees, and other professionals committed to empowering academic physiatrists with resources, opportunities, and networks to succeed.

Summary

The Meeting Specialist will work closely with the Meetings Manager to assist with the planning and implementation of premier academic physiatry events and activities, including the AAP Annual Meeting. The Meeting specialist will assist with housing, scheduling, speaker coordination, abstracts, onsite management, logistics and more.

Responsibilities

• Advises and collects relevant materials from meeting speakers such as procedural guidelines, honorariums, expenses, disclosures, handouts, etc.
• Manage abstract and poster submission processes, including system setup, communications, and reporting.
• Maintains reports on a monthly/weekly/daily basis as needed to update the society on event progress.
• Advises speakers and content experts on AAP policies and collects relevant materials expense sheet, honorarium forms, disclosures, handouts, etc.
• Monitors inventory and orders supplies for meetings as needed prior to and following each meeting.
• Manages proposal submissions for all courses and workshops including the acknowledgment and acceptance processes.
• Assists with other meetings as necessary including other educational meetings, Board meetings, committee meetings, etc.
• Assists in staffing the program committee under the direction of the Meetings Manager.
• Serve as staff liaison and provide administrative support for the Administrative Directors Council and Program Coordinators Council.
• Ensures CME activities are fully compliant with ACCME.

Requirements

• Bachelor's degree preferred or equivalent work experience
• 1-3 years experience within customer service, event coordination, or administrative support.
• Strong organizational and project management skills
• Strong customer service orientation.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively in a team environment.
• Proficiency in Microsoft Office applications required.
• Experience with event management systems and association environments preferred.

Additional Notes:

AAP offers a competitive compensation and benefits package designed to support your health, financial security, and work-life balance. Benefits include Health and dental insurance, short-term and long-term disability coverage, paid vacation and sick leave, a generous 401(k) contribution equal to 7% of your annual salary, regardless of your own contributions. We also prioritize flexibility and time to recharge. Our office closes between Christmas Eve and New Year's Day (or an equivalent period for those who observe a different holiday). AAP supports a hybrid work environment, with two in-office collaboration days and three remote workdays each week.

The AAP provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. The AAP complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities or conducts business.

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• Monday to Friday
• Weekends & holidays off

Application Question(s):

• I understand relocation is not available for this role and that employees must be local so they can work from our Maryland home office two days per week (with the other three days working from home).

Work Location: Hybrid remote in Owings Mills, MD 21117

Salary : $55,000 - $65,000