The Optical Society (OSA) is recruiting for a Meetings & Industry Coordinator. The position will support the Chief Events and Industry Officer and the Sr. Director, Technical Program Development and Strategy in performing the OSA global meetings portfolio and Industry programs. Duties include but are not limited to working with program and other governance committees, creating content, calendar management, scheduling meetings using Outlook, Zoom and other technologies, and coding/processing expenses. The ideal candidate will have the ability to work with scientists and engineers who volunteer for the organization, is proactive, and demonstrates composure and engagement with this dynamic and fast-paced community.
Document management through the use of various document management systems as in SharePoint, etc.
Create project management spreadsheets as needed.
Communications – Support Chief and Sr. Director by drafting correspondence and other materials.
Governance Support – Provide administrative support for Meetings Governance bodies in the form of creating background materials for committee meetings, maintain/create Committee rosters, preparing on-site presentations for meetings, assist with on-site logistics, take minutes during meetings and track action items. Manage committee orientation materials.
Schedule internal and external meetings (calls, conference calls and videoconferences) and in-person meetings, including reminders and updating relevant materials. Track specific updates for reporting, prepare quarterly reports, and track action items.
Make travel arrangements and process and track expense reports and corporate card expenses.
Maintain Chief’s calendar and assists with organizing meetings, including requesting conference rooms, AV needs, and attendance status.
Assist departmental management and logistics.
Understanding elements of working in a global environment (i.e. across time zones).
Four year college degree
Experience working with volunteer management and committee governance
Project management experience
Outgoing, energetic approach to staff and volunteers
Strong written and verbal communication and problem solving skills
Proficiency in Microsoft office/Windows, database applications
Multi-task oriented with excellent organizational skills
Ability to establish and maintain record-keeping system and files
Excellent interpersonal skills and demonstrated effectiveness working in a team environment
OSA offers a competitive salary and benefits. Please send your resume and cover letter with salary requirements to firstname.lastname@example.org.
About The Optical Society
Founded in 1916, The Optical Society (OSA) was organized to increase and diffuse the knowledge of optics, pure and applied; to promote the common interests of investigators of optical problems, of designers and of users of optical apparatus of all kinds; and to encourage cooperation among them. The purposes of the Society are scientific, technical and educational.