Optica is recruiting for a Meetings Coordinator. The Meetings Coordinator serves as the primary supporter of and back-up to the Director, Meeting Operations and Senior Meeting Manager(s) for planning, logistical and committee activity related to assigned meetings, during all stages of the meetings. The Coordinator oversees the execution of all Manager-assigned projects, providing regular updates and escalating any appropriate issues to the meeting managers. The Coordinator provides other support to maintain project timeline, as needed or assigned.
RESPONSIBILITIES (not in priority order):
Serves as support contact with senior management, internal stakeholders, facility, vendors and committee members
Supports staff lead to ensure event is successfully executed
Acts as back-up organizer of regular team meetings, communicating team decisions and action items
Supports supervisor-developed project plan
Monitors timeline and fulfillment of deliverables
Supports efforts to ensure key diversity metrics are met
Supports evaluations of program effectiveness and communicates improvement opportunities for next meeting
Compiles list of no-show oral presentations (from on-site presider sheets) and no-show posters, and provides to program coordinator on a pre-determined schedule
Helps identify potential venues for meetings and special events
Coordinates special events with internal stakeholders, maintaining timeline, communication and website maintenance. Serve as project lead for contracting room blocks, specs, F&B, etc.
Develops signage plan and oversees production of signs
Establishes delivery of staff, VIP and speaker rooming lists
Coordinates shipping to and from assigned meetings, including aggregation of multiple departments’ materials, shipping manifest and international freight forwarding documentation
Supports meeting special event invitations and RSVPs
Secures local print vendor, as needed
Provides on-site support as assigned, including but not limited to assistance with AV, catering, room sets and VIP handling
Assists in efforts to ensure successful fulfillment of vendor contract specifications
Website and Mobile App Maintenance
Establishes topical meeting and Congress webpages
Delivers conference site content per website timeline established by marketing
Maintains committee info, via data entry into NetForum
Updates content as it becomes available
Assists in development and deployment of meeting’s mobile app, if appropriate, and ensures information remains up-to-date while app is available
Program Development Support
Requests and tracks information for special technical programs (e.g. workshops, panels)
Works with Committees on Short Course Program, including collecting descriptions, adding details to website and communicating with Instructors.
Works with Committee Members and Senior Staff to create Show Floor Theater program, including call for sessions, creating schedules, collecting presentation descriptions, adding details to website and communicating with organizers and/or presenters.
Hybrid and Virtual Meeting Support
Assist in quality review of presentations
Assist as a Room Monitor for virtual sessions
Enter Special Events and special programming into Scholar1
Other projects and duties as assigned
EDUCATION AND EXPERIENCE:
Four-year college degree required
Two or more years of event planning and/or volunteer (subject matter experts) experience preferred
Association experience preferred
SKILLS AND ABILITIES:
Strong oral and written communication skills
Ability to meet multiple deadlines, coordinate details, and work independently
Ability to travel, approximately 20%
Proficiency in Microsoft Office software and database applications, particularly web-based peer review systems
Excellent customer service skills
Located in the Dupont Circle neighborhood of Washington, DC, Optica, formerly OSA, offers a competitive salary and excellent benefits. Send resume, cover letter, and salary requirements to firstname.lastname@example.org.
Optica (formerly OSA) is dedicated to promoting the generation, application, archiving, and dissemination of knowledge in optics and photonics worldwide. Founded in 1916, it is the leading organization for scientists, engineers, business professionals, students, and others interested in the science of light. Optica’s renowned publications, meetings, online resources, and in-person activities fuel discoveries, shape real-life applications and accelerate scientific, technical, and educational achievement.