The Optical Society (OSA) is recruiting for a Meetings Coordinator. The Meetings Coordinator serves as the primary supporter of and back-up to the Meeting Managers and Senior Meeting Managers for all logistical 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 Manager or Senior Manager. The Coordinator provides registration and other support, as needed or as assigned, to maintain project timeline.
RESPONSIBILITIES (not in priority order):
Serves as secondary contact with senior management, internal stakeholders and committee members
Supports staff lead to ensure event is executed successfully
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
Helps identify potential venues for special events
Develops signage plan and oversees production of meeting-related signs
Establishes delivery of staff, VIP and speaker rooming lists
Coordinates shipping to and from assigned meetings
Supports special event invitations and RSVPs
Secures local print vendor, as needed
Provides on-site support as assigned
Assists in efforts to ensure successful fulfillment of vendor contract specifications
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
Archives topical meeting websites
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 schedules, including collecting presentation descriptions, adding details to website and communicating with presenters.
Drafts front matter of program book and oversees review process
Creates print ready program book with typesetter or in MS Publisher
Creates print ready update sheet in MS Publisher, oversees review process and prints for distribution at the 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
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
OSA offers a competitive salary and benefits. Please send your resume and cover letter with salary requirements to email@example.com.
About The Optical Society
The Optical Society’s (OSA) mission is to promote the generation, application and archiving of knowledge in optics and photonics and to disseminate this knowledge worldwide. The purposes of the Society are scientific, technical and educational. OSA’s commitment to excellence and long-term learning is the driving force behind all its initiatives.
Since 1916, OSA has been the world’s leading champion for optics and photonics, uniting and educating scientists, engineers, educators, technicians and business leaders worldwide to foster and promote technical and professional development. Through publications, events and services, the Optical Society is helping to advance the science of light by addressing the ongoing need for shared knowledge and innovation.
OSA was founded more than 90 years ago as The Optical Society of America and has evolved into a global enterprise serving a worldwide constituency. In recognition of its global reach and focus, since 2008 the Society has been known as OSA - The Optical Society.