Career Center

Optica, as a not-for-profit Society, is at the forefront of technologies that continue to make dramatic differences in our community’s daily lives. Covering a wide range of applications like high-speed data and telecommunications, life-saving cancer detection and treatment, surgical procedures, environmental monitoring, even self-driving vehicles – all of these technologies are supported by the science of light. Optica is at the center of that critical research and industrial applications. Optica manages internationally recognized conferences and exhibitions, and is looking for ambitious individuals to play a key role in helping companies bring their products to market.

The Meeting Manager executes logistics, programming and volunteer management aspects of all assigned self-contained meetings. The Manager is responsible for communication, including status reporting, risk management, escalation of issues, and, in general, making sure the project is delivered on budget, on schedule and within scope while maintaining a co-operative, motivated and successful team environment cross-departmentally.  The Manager provides onsite supervision of staff and vendors. The Manager is also responsible for oversight of Short Course Program for OFC and CLEO, working with course organizers to collect info, add to and maintain website, and coordinate with Marketing on promotion of courses.

Key attributes of a successful Meeting Manager are ability to multi-task, prioritize, communicate effectively, manage valuable internal and external relationships, and take ownership of projects.

 RESPONSIBILITIES (not in priority order):

1. Project Management for Assigned Meetings (in-person and hybrid)
   1. Serves as primary contact with senior management, internal stakeholders, facility, vendors and committee members
   2. Serves as on-site staff lead to ensure event is executed appropriately, troubleshoot issues, manage staff/vendors, maintain budget adherence and act as primary emergency/crisis contact
   3. Serves as primary organizer for all virtual and in-person event functions, with Meeting Operations, Exhibit Sales/Sponsorships, Exhibit Operations, Registration, Marketing, Technical Programs, Outreach/Diversity, Foundation and Science Advisor teams
   4. Facilitates regular team meetings and communicates team decisions, action items, and interim and final reporting (accurate, thorough, meaningful)
   5. Develops and maintains detailed project plan
   6. Works with leadership to ensure long-term viability and health of the event(s) as part of the overall portfolio

2. Committee Education and Program Development for Assigned Meetings, in-person and hybrid
   1. Reviews expectations and processes, to include peer-to-peer marketing with Chairs
   2. Confirms meeting topics, scopes and categories with Chairs
   3. Works with chairs, and others as appropriate, on selection of special awards programs
   4. Manages correspondence with plenary and VIP speakers, and ensures all their needs are met
   5. Works with OFC and CLEO Committees on Short Course Program, including communicating with instructors, collecting course descriptions, adding details to and maintaining website, and communicating with Marketing for promotion of courses

3. Budget Management for Assigned Meetings
   1. Effectively plans and develops accurate budgets
   2. Works to ensure expenses remain within budget limits and revenue goals are met
   3. Coordinates with Registration Team to provide timely and consistent reporting on registration revenue pre-event, onsite and post-event
   4. Reconciles event bills and vendor invoices
   5. Provides interim budget updates and variance statement reports

4. Vendor/Site Selection for Assigned Meetings
   1. Analyzes proposals, issues recommendations to supervisor for vendor selection, and negotiates terms
   2. Serves as liaison with vendors and venues and manages their performance and delivery of services/products, along with the Exhibits Director when appropriate
   3. Ensures successful fulfillment of contract specifications
   4. Reviews hotel/venue terms during negotiation process
   5. Conducts site selection visits and planning trips, when appropriate

5. Meeting Logistics for Assigned Meetings
   1. Manages execution of plenary/general session(s)
   2. Manages VIP and speaker rooming lists and concession usage
   3. Approves specs and signs off on BEOs

6. Collaborates with Senior Meeting Managers and departmental senior staff to effectively manage department resources
   1. Ensures consistent processes and policies for all programs are followed
   2. Identifies potential efficiencies
   3. Coordinates distribution of IT equipment and signage inventory

EDUCATION AND EXPERIENCE:

• Four-year college degree required
• CMP or like certification preferred
• Five or more years of event planning experience preferred
• Association experience preferred
• Contract & vendor management experience required

SKILLS AND ABILITIES:

• Excellent oral and written communication skills
• Ability to communicate effectively with both scientific minded volunteers and members
• Superior analytical abilities
• Ability to meet multiple deadlines, coordinate details, and work independently
• Excellent ability to establish and build relationships
• Ability to travel, approximately 10%-20% of time
• Proficiency in Microsoft Office software and database applications
• Excellent customer service skills
• Excellent project management 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 resumes@optica.org.