OSA is a great place to work! With its attractive benefits package, community atmosphere and stimulating environment, the Society offers diverse and challenging opportunities for personal and professional growth. OSA fosters a productive environment in which all employees are valued as a vital part of the Society and deliver quality service to external and internal community, in compliance with all legal requirements.
View OSA's employee benefits summary; detailing workplace environment, benefits, holidays, and payroll information.
To apply for a position, please send resume and cover letter to firstname.lastname@example.org or fax them to +1 202.223.1096.
Current Employment Opportunities
Head of Conventions & Meetings
Special Assistant to CEO
Head of Conventions & Meetings
The Optical Society is recruiting for a Head of Conventions & Meetings, reporting to the Deputy Executive Director / Chief Meetings Officer. This position will oversee the planning and successful execution of OSA’s scientific topical meetings and annual conferences (ranging from 100 to 12,000 attendees). Develop and initiate strategies to enhance OSA’s meetings and conferences. Work directly with key volunteers and science advisors to strategically align OSA’s meetings products with the overall goals of the Society. Partner directly with the Deputy Senior Director of Exhibits ensuring the goals and objectives of the technical program and industry division are achieved. Serve as a key member of OSA’s Senior Management Team with direct responsibility for the meetings portfolio and its financial performance. Responsible for overall management of staff charged with planning and organizing scientific topical meetings and annual conferences. Ensure governance bodies and key meeting volunteers are engaged and aligned with overall strategic goals for the meetings department.
Lead a staff of 12, to accomplish to meet or exceed the organizations strategic goals for their areas of responsibility.
Direct and manage the OSA Meetings and Conventions department and ensure strong collaboration between the volunteers (chairs and committee members), program management, logistics and exhibits staff.
Direct staff with differing priorities and objectives finding common ground/solutions that meet over goals of a meeting or event.
Manage personnel related issues, including supervision, coaching and professional development of department staff.
Set policy and procedures for all meeting and production related functions of the department.
Oversee the logistical planning and implementation of all meetings and conventions.
Ensure sites selected are suitable for OSA events meeting both internal and external objectives.
Develop and manage financial responsibilities, including budgets and related assumptions, monthly review of financial statements, estimates, cost/benefits analysis, grant allocation and other non-dollar benchmarking in the areas noted above.
Ensure marketing department is fully engaged from the start of a meeting cycle, understanding key metrics such as paper submissions and attendance goals.
Work directly with the Senior Director of Marketing to ensure adequate and effective campaigns are in place for each meeting and product line
Prepares budgets, financial plans, and defends budget line items to Deputy Executive Director/ Chief Meeting Officer and other key stakeholders
Develop and manage financial responsibilities, including budgets and related assumptions, monthly review of financial statements, estimates, cost/benefits analysis, grant allocation and other non-dollar benchmarking.
Examines financials statements to actuals versus overall expenses’ on all trade shows
Four-year college degree; Masters preferred
10+years expertise with all aspects of planning meetings, conferences and exhibits
Knowledge of all aspects of scientific, peer-reviewed technical paper driven meetings
Experience with all aspects meeting planning from site determination, contract negotiation, onsite management and meeting close-out.
8-10 years’ experience in senior level association management.
The Society is located in the Dupont Circle, DC neighborhood. We offer a competitive compensation package. Please send your cover letter and resume with salary requirements to Human Resources at email@example.com.
Special Assistant to CEO
The Optical Society seeks a Special Assistant (SA) to the CEO. The ideal candidate is able to handle projects in an efficient, proactive, organized, and a professional manner. This position requires the incumbent to have strong planning and communications capabilities, which will be essential to the effectiveness of the CEO’s daily activities. The SA must diplomatically interface with all levels of the organization, and manages challenges, from the complex and confidential to some that are more administrative in nature.
Roles and Responsibilities:
Scheduling and Meetings: partner with the CEO to coordinate and review their annual, monthly, weekly and daily objectives; use that information to help manage their schedule. Schedule work by arranging meetings and sometimes juggling her attendance in multiple meetings at multiple locations such that she is where she wants to be at all times (based on a keen understanding of the CEO’s priorities and preferences).
Research: Conduct research on issues assigned by the CEO and synthesize findings into presentations, discussion points, or recommendations. Prioritizes, and follows up on issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
Planning: Plans, coordinates and ensures the CEO's schedule is reasonable and prioritized. Provides access to key stakeholders (The Board, C level staff, legal counsel and more), with a high level of flexibility, which would require the SA to understand the CEO’s priorities.
Communication: Develop meeting agendas, identify and provide materials, take notes, develop next steps and ensure follow through. Provides a bridge for smooth communication between the Executive office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff & departments; and demonstrating credibility to staff. Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately.
Improve Efficiencies: Evaluate, prioritize and guide projects and processes by identifying barriers and recommending solutions.
Project Management: Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Organization: Develop intuitive and useful physical and computer filing systems to help CEO stay organized. Help with hand written notes, prep for paper documents, such as speeches, presentations, critical business documents.
Administrative: Handles support tasks for the CEO such as: completing expense reports; reviewing direct reports expense reports to prep for approval, assuring the preplanning and reviewing of documents needed for meetings, cover the Executive Office (phones, presence), composing and preparing correspondence; arranging detailed travel plans, itineraries, and agendas; compiling documents for travel-related meetings, organize meetings and all affiliated logistics.
Education and Experience Requirements
Bachelor's degree required.
Work tenure: five years plus of experience supporting C-Level Executives.
Ability to work in a fast-paced, high energy environment.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
Experience with day-to-day use of PDA, electronic calendar, voice mail and other technologies to assist with effective and efficient management of the CEO’s office.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Excellent oral and written communication skills, including editing
Exceptional internal and external interpersonal communication skills
Politically savvy, exhibits good judgment, good common sense
High analytical abilities; good with budgets; numbers
Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and volunteers.
Demonstrated ability to manage multiple projects, achieve high performance goals and meet deadlines in a fast paced environment.
He/she will have demonstrated capabilities to create maintain and analyze reports/graphs that provide value-added information for the CEO.
Ability to travel occasionally and work some weekends.
Become part of the C-level team, which requires a high degree of confidentiality.
If you are interested please submit a cover letter, resume and salary requirements to firstname.lastname@example.org. OSA offers an attractive compensation package, consisting of a competitive salary and excellent benefits.