Description

The American Crystallographic Association (ACA) is a leading scientific organization dedicated to advancing the study of crystallography and related sciences. The ACA plays a crucial role in fostering collaboration and knowledge sharing among scientists, researchers, and industry professionals. The ACA also serves as a co-host organization for the 2026 International Union of Crystallography (IUCr) Congress, to be held in Calgary, Canada.

The ACA is seeking a detail-oriented and experienced Meeting Planner to join our team. The Meeting Planner will be responsible for working with the Executive Director to plan and execute ACA’s annual meetings including the 2026 congress. This position requires exceptional organizational skills, the ability to manage multiple projects simultaneously, and a passion for creating successful events that meet the needs of our diverse membership.

Key Responsibilities

• Partner with the Executive Director to plan and execute the ACA’s annual meetings, overseeing venue selection, vendor negotiations, registration management, and on-site operations.
• Collaborate with leadership, committees, and SIGs to design meeting agendas, schedules, and speaker lineups.
• Serve as the primary liaison for vendors, securing competitive quotes and ensuring seamless coordination.
• Manage meeting budgets, balancing cost efficiency with the delivery of high-quality experiences.
• Oversee all event logistics, including audio-visual services, catering, transportation, and on-site support.
• Ensure adherence to all contractual obligations, including those related to venues, vendors, and sponsorships.
• Build and maintain relationships with sponsors, exhibitors, and partners to elevate the event experience.
• Communicate effectively with internal and external stakeholders to align efforts with event goals and objectives.

Requirements

• A bachelor's degree in event management, hospitality, or a related field.
• At least 3 years of experience in meeting and event planning, with a demonstrated ability to manage large and complex events successfully.
• Experience in organizing scientific or academic conferences is a strong advantage.
• Exceptional project management skills, including multitasking and meeting tight deadlines.
• Outstanding communication and interpersonal skills, with a collaborative and team-oriented approach.
• Proficiency in event management software and related tools.
• Strong aptitude for quickly and independently mastering new programs and platforms.