The Optical Society (OSA) is recruiting for a Director, Meeting Services. The Director, Meeting Services is responsible for supervising meetings services - registration, A/V, housing, and meetings abstract management system for three large annual conferences, and multiple smaller meetings and events annually; and manages one staff person and multiple vendors to deliver these services. Position also works with volunteer organizers and co-location partners to develop and execute non-conference programming for show floor theaters at OSA’s two largest tradeshows; and acts as liaison for several Meetings related committees.
Staff and Vendor Management
- Management of OSA Registration Manager position
- Ensures effective collaboration with meeting managers, volunteers, exhibit operations & sales, marketing, governance entities, etc.
- Works with Registration Manager to contract, train and effectively manage on-site registration staff for OSA’s largest events
- Identifies and allocates staff and vendor resources appropriately based on workload, skill sets and organizational needs. Monitors and manages staff and vendor efficiency.
- Oversees, evaluates, and improves registration, housing and abstract management processes. Ensures project deadlines and production schedules are met and appropriate.
- Contracts and manages registration, housing and paper process vendors and conducts new RFPs regularly for each of these services.
- Works with meeting managers to ensure smooth flow from pre-registration processes to on-site registration processes.
- Responsible for ensuring timely registration back-end and website page launches that meet pre-established deadlines for meeting registration opening dates.
- In collaboration with other meetings staff, submits suggested registration revenue and related expenses for new budgets and estimates throughout each year.
- Ensures Director of Data Reporting and Business Planning has registration information needed for accurate day to day and annual reporting functions
- Ensures the accuracy and timeliness of expense processing.
- Oversees volunteer and partner management and engagement for OFC and CLEO show floor programs (non-conference programs)
- Conducts program planning and execution with assistance from volunteers
- Provides regular speaker and session-related updates to Marketing and Sales teams for promotion
- Directly posts speaker and program detail updates to OFC and CLEO websites as changes and updates occur
- Ensures accurate analysis of show floor programs popularity and attendance for strategic planning in future years
- Invites and facilitates participation of new program partners at the request of OSA Sr. team and/or OFC Long Range Planning Committee or CLEO Joint Council on Applications
- Acts as administrative Liaison for several OSA Meetings Related Committees including Meetings Council, and other meetings governance committees as needed and able.
- Works with Industry Relations Dept. Head and Sr. Director of Program Development and Community Engagement to ensure timeliness and effectiveness of committee meetings.
- Takes and distributes minutes, schedules future meetings using doodle polls, and communicates on a regular basis with committee Chairs and members to ensure best possible attendance and engagement at live meetings and conference calls
- Keeps track of action items from each committee and works with colleagues and Sr. Meetings team to complete AIs in a timely manner
- Ensures all rosters are accurate and updated in NetForum and in/on other related databases and documents.
- Works with Sr. Director of Governance on Board and governance projects related to assigned committees.
Education & Experience Requirements
- Four-year Undergrad College Degree Required
- Experience in a Management Position
- Proven Experience managing Registration, Housing and A/V vendors and vendor contracting
- Experience working with volunteer committees preferred
- International work and/or travel experience preferred
- CMP Designation Preferred
- Ability to meet deadlines in a fast-paced working environment while coordinating details and working independently.
- Excellent oral and written communication skills required.
- Strong computer skills with demonstrable knowledge of current industry technologies and trends.
- Advanced skills with Microsoft Office programs including Excel, Outlook and PowerPoint preferred
- Ability to travel.
Located in the Dupont Circle neighborhood of Washington, DC, OSA offers a competitive salary and excellent benefits. Please send your resume and cover letter with salary requirements to email@example.com.