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.
To apply for a position, please send resume and cover letter to email@example.com or fax them to +1 202.223.1096.
Current Employment Opportunities
Executive Office Manager - New
Marketing Manager, Publishing - New
Program Manager - Replacement
Staff Accountant - Replacement
Volunteer Engagement Manager - New
Executive Office Manager - New
The Optical Society (OSA) seeks an Executive Office Manager. 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, project management, writing and communications capabilities, which will be essential to the effectiveness of the Executive Office activities. The Executive Office Manager 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:
Education and Experience Requirements
- Managing CEO’s Schedule: partner with the CEO to coordinate and review his/her time, and daily objectives; use that information to develop manage their schedule. Schedule work based on an understanding of the CEO’s priorities and preferences. He/She will be responsible for calendar management of the CEO (i.e., schedule meetings, appointments, conference calls, travel arrangements, etc.).
- 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 staff. Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately.
- Newsletter / Writing: He/She will be responsible for writing, coordinating and managing monthly CEO Newsletter. Partners with key stakeholders across the Society. Creates presentations, and drafts scripts/talks for CEO.
- 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 and Executive Office
- 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, which would involve weekend meetings.
- Become part of the C-level team, which requires a high degree of confidentiality.
- Assigned a cell phone at OSA’s cost of monthly fees.
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.
Marketing Manager, Publishing - New
The Optical Society (OSA), a Washington, DC-based scientific society, is expanding its marketing team in its Publishing Division and is seeking a dynamic individual for its new Marketing Manager position. The position’s primary role is to execute effective marketing and communication plans including email, direct mail, advertising, exhibits, and web-based promotions.
- Developing comprehensive marketing plans, schedules, and strategies on an annual basis for assigned journals to drive usage so as to retain existing or acquire new institutional subscriptions and/or to solicit authors to submit to Open-Access journals.
- Executing print, email, online, exhibit and multimedia promotional campaigns outlined in the marketing plans to effectively promote select journals and other products and services as assigned. Implementation of the marketing plans includes the development and distribution of email broadcasts; coordinating targeted list development for print or email promotions; and developing marketing materials for exhibits.
- Devising and executing strategies that drive usage of OSA’s electronic products and that best meet the needs of its major constituencies, the library market and authors.
- Managing the coordination of OSA Publishing marketing materials needed for table tops or larger booth exhibitions at industry trade shows for scientists and/or librarians.
- Producing and scheduling web and print OSA Publishing advertisements along with brief product updates for internal or external websites, print publications, or OSA member newsletters.
- Executing and analyzing marketing campaigns and presenting results to editors for assigned journals.
Bachelor’s degree required with five to seven years of experience marketing journals preferred. Excellent communication, interpersonal and project management skills required. Candidate must be a high-energy self-motivated person who is detailed oriented with the ability to multi-task on a daily basis in a fast paced environment.
OSA offers a competitive salary and benefits. Send resume w/cover letter and salary requirements to email@example.com.
Program Manager - Replacement
The Optical Society (OSA) is seeking an experienced Program Manager to manage, coordinate and execute all program development aspects of multiple conferences and meetings. Position serves as initial and primary liaison to volunteer program planning committees; oversees production of conference program book and proceedings; balances volunteer requests and requirements with financial and performance metrics; works collaboratively with other program managers to manage, delegate, and balance assignments for support staff.
Requirements include bachelor’s college degree; excellent verbal, written and interpersonal communications skills; five plus years’ experience in program development and volunteer management; ability to manage multiple priories; strong organizational skills; Microsoft Office Applications (Word, Excel, PowerPoint); and occasional travel. Experience with scientific meetings with open call for papers and peer-reviewed programs preferred.
OSA offers a competitive salary and excellent benefits. Please send your cover letter and resume with salary requirements to Human Resources at firstname.lastname@example.org.
Staff Accountant - Replacement
The Optical Society (OSA) is recruiting for a Staff Accountant. This individual fills a key role within the accounting group having responsibility for monitoring, analyzing various key components of financial transactions and collaborating with HR, business units, and the Finance team. The position supports various aspects of finance and accounting for OSA. The individual is effective and experienced in the general accounting function possessing strong problem solving skills, work ethic, organizational skills, attention to detail, decision making skills, and ability to work with others. Primary duties include supporting the monthly, quarterly, and year-end financial closing processes and assisting with weekly closing of accounts payable to ensure transactions are in accordance with GAAP and internal policies/procedures and communicating exceptions to management.
Education & Skills:
- Reviewing and processing credits and /or refunds.
- Maintaining accounting ledgers, reviewing and reconciling transactions. This includes monthly analysis of all income accounts and other expenses and balance sheet accounts as assigned.
- Reviewing and reconciling meeting registration transactions.
- Journal entries for OIDA payments, credit card fees, and bank statements for flexible spending, payroll, credit card payments, PayPal, bank fees, wire fees, copy right fees, and postage meters.
- Monthly and year end accrual entries for various departments.
- Monitoring and ensuring the accuracy of deferred meetings.
- Booking adjusting journal entries request by various departments.
- Bachelor’s degree in Accounting required
- 2-3 years applicable experience
- Experience in performing accurate high-volume data reconciliations
- Demonstrated skills and experience in managing goals through collaboration and teamwork
- Demonstrated experience in working with Microsoft Dynamics Solomon general ledger software
- Experience with PN3 accounts payable software preferred
- Microsoft Office suite; intermediate Excel skills required
- Excellent mathematical skills and computational skills
- Strong customer service orientation and excellent telephone etiquette
- Strong verbal and written communication skills
- Strong problem solving skills, work ethic, organizational skills, attention to detail, decision-making skills, and ability to work with others
OSA offers a competitive salary and benefits. Please send resume w/cover letter and salary requirements to email@example.com.
Volunteer Engagement Manager - New
The Optical Society (OSA) is recruiting for a Volunteer Engagement Manager. The responsibilities of the Volunteer Engagement Manager includes coordinating OSA volunteer programs such as the OSA Elections, and providing administrative support related to OSA’s governance activities. The incumbent is responsible for i) researching, recruiting and building relationships with the volunteer community; and ii) management of governance and selected volunteer events/activities. In addition, they will perform a range of complex administrative duties as well as manage key volunteer programs for the Society. The position requires an individual who can succeed in a fast-paced environment and can maintain and strengthen the operational efficiencies of the department.
- Volunteer Relations-Ongoing research, recruiting and relationship-building with leading scientists and business professionals, e.g., identification/cultivation of thought-leaders in targeted fields, ensuring that volunteers continue to be engaged in OSA activities when their current terms expire, enhancing database profiles for members/prospects, periodic outreach to key volunteers/VIPs (correspondence, holiday cards, activity updates); and executive-level reporting on volunteer participation, demographics, survey feedback, etc.
- Communications – Support Volunteer Relations by drafting correspondences and anniversary recognition materials (certificates, congratulatory notes, letters, reports), and records management. Prepare draft invitation lists for various events/meetings. Assist with mailing of Holiday and Chinese New Year Cards. Draft notes for all Board/committee correspondences.
- Governance Support – Provide administrative support for OSA Board of Directors in the form of creating (and shipping) background materials (both paper and electronic) for board meetings, update Board and Executive Committee rosters, preparing on-site slides for Board and Executive meetings, assist with on-site logistics, create tent cards for meetings, update officer job descriptions, take minutes during board meetings, track action items, update motion log, scan and archive board books and minutes, update website with new board member bios. Draft pre-call agendas for the Executive Committee and the Board. Serve as point person for updates to governance information on Society’s website and within database (Volunteers/Committees/Councils). Support the Executive Office with key Governance meetings such as Winter Leadership, Strategy Week, CLEO, FiO, etc. Process and track expense reports for non-board travel. Manage new member orientation materials and meetings. Assist with updates/reminder messages/action item follow up both internally and externally. Track conflict of interest forms for Board members.
- Special Programs –Assist with management of programs to include the planning, budgeting, coordination and implementation of the International Year of Light and OSA Centennial celebration activities. The incumbent will support other programmatic areas as needed (i.e., programs require cross-departmental efforts especially in the areas of special events, marketing/communications and fundraising).
- Election – Staff liaison to the Tellers Committee. Coordinate all aspects of the OSA Election to include candidate materials, vendor liaison, promotion, logistics, monitoring of voting, and preparing materials for Tellers Committee and Board of Directors. Serve as staff liaison to assigned Committees including but not limited to: budget planning, communications, planning timeline, facilities set-up, program, and program participants. The incumbent will attend all meetings and any special events that pertain to his/her Committees.
- Other: Provide limited coverage of Executive Office when CEO special assistant is out of the office. Maintain governance section on shared community drive.
- Four year college degree
- 5+ years working with volunteer management and committee governance
- Project management experience
- Outgoing, high energy 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
- Ability to travel 3-4 times per year.
Located in the Dupont Circle neighborhood of Washington, DC, OSA offers a competitive salary and excellent benefits. Please send cover letters and resumes with salary requirements to firstname.lastname@example.org.