[Hiring] Administrative Assistant Meetings REMOTE USA
Position: Administrative Assistant Meetings
Date Posted: November 29, 2025
Industry: Nonprofit / Professional Association
Employment Type: Full Time
Experience: Minimum 5 years as an administrative assistant or similar role, preferably in event planning, association management, or related field
Qualification: High School Diploma or equivalent required; Associate or Bachelor’s degree preferred (directly relevant work experience may be accepted in lieu of degree)
Salary: $36,526 – $49,767 / Year
Location: College Park, MD, United States REMOTE
Company: American Physical Society
Description:
American Physical Society – Administrative Assistant, Meetings
📍 College Park, MD, United States REMOTE
The American Physical Society (APS) is seeking an experienced Administrative Assistant to support the Meetings Department. This role provides high-level administrative assistance to the director and associate director of meetings, enabling leadership to operate effectively while maintaining confidentiality and professionalism. APS promotes a “remote first” concept, valuing diversity and equal access for all U.S. staff, and offers a dynamic work environment with competitive compensation and benefits.
Key Responsibilities:
Administrative Support:
• Provide comprehensive administrative support to the director and associate director of meetings
• Organize and maintain calendars, schedule appointments, meetings, and functions
• Manage competing events and prioritize tasks as needed
• Prepare correspondence, memos, PowerPoint presentations, reports, and other materials; proofread and edit for accuracy and clarity
• Perform general office duties including ordering supplies, mailing, maintaining records, and database management
• Assist with special projects, research, data entry, and report preparation
• Support meetings department project manager as needed
Meeting Preparation & Coordination:
• Prepare and distribute meeting materials, agendas, and presentations
• Coordinate logistics for department and staff meetings including virtual conferencing, room setup, and food & beverage
• Provide support to Committees and Meeting Chair lines, including scheduling, taking notes, preparing minutes, and organizing documents
Travel & Finance Support:
• Coordinate travel, accommodations, and transportation for directors
• Prepare and review expense reports
• Support budget tracking and financial administration for meetings and events
• Prepare accurate billing of meeting services to APS units and external clients
Other Responsibilities:
• Respond to inquiries and provide accurate information to APS members, participants, and collaborators
• Identify and balance competing priorities with professionalism and discretion
• Perform other duties as assigned
Requirements / Skills:
• Exceptional written and verbal communication
• Strong organizational, multitasking, and prioritization skills
• Detail-oriented with strong proofreading and editing ability
• Proactive, creative, solutions-oriented, and flexible
• Skilled collaborator capable of independent work
• Ability to handle confidential information with discretion
• Proficiency with Zoom, Google Workspace, Microsoft Office, Salesforce, and Asana preferred
• Commitment to excellent customer service and continuous process improvement
Travel: Up to 5% for in-person meetings and other travel as assigned
Benefits: Medical insurance, vision insurance, dental insurance, disability insurance, paid maternity/paternity leave, tuition assistance, child care support, commuter benefits, student loan assistance
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