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
Administrative/Program Assistant - Replacement
Sales Manager, Industry Relations - Replacement
Registration Manager - Replacement
Administrative/Program Assistant - Replacement
The Optical Society (OSA) is recruiting for an Administrative/Program Assistant to provide administrative support to the Chief Industry Relations Officer and select Corporate Programs and Projects. The Corporate Programs focus is on processing OSA and OIDA Corporate Members, providing program support, and being the main point of contact for customer service.
Under the Direction of the Chief Industry Relations Officer:
- Maintains calendar and assists with organizing meetings, including requesting conference rooms, AV needs, and attendance status.
- Provides support for Committee meeting by creating presentations including background information supplied from other staff and power point slides, creating tent cards, agenda and logistics for meetings.
- Completes expense reports in a timely fashion.
- Maintains filing system by creating new folders and filing all documents as requested.
- Coordinates the contract review process, ensuring the steps are followed before contracts are sent for signature.
- Assists with meeting preparation by organizing documents in file folders, editing presentations, printing files, and sending shipments.
- Supports with all other ongoing organization and implementation of administrative duties and tasks as requested.
- Creates initial draft of budget spreadsheet for Industry team and Meetings Dept. variances during all budget rounds. Sends to stakeholders on behalf of CIRO
Support for OIDA members and staff team:
EDUCATION AND EXPERIENCE:
- Executes the OIDA Corporate Member renewal & process new OSA and OIDA Corporate Members
- Terminates Members upon non-renewal
- Serves as the main contact for OIDA Corporate Member customer service
- Maintains OIDA Member accounts on WORKinOPTICS.com by creating new accounts and updating renewals within the Boxwood system. Provides customer service for OIDA Members on WORKinOPTICS.com.
- Supports Industry Programs as needed with registration, finance, onsite programs, tent cards, etc.
- Maintains OSA Corporate Member lists in databases and documents and reconciles lists monthly.
- Responds promptly and professionally to inquiries from current and prospective OIDA members. Provides information about OSA products and services.
- Solicits promotional materials for OSA booth shipments (those organized by Industry Relations Team) from stakeholders of different marketing and sales groups for OSA and OFC booths at Photonics West, Laser Munich, ECOC, LASYS, OPIC, and Regional Industrial Affiliate Meetings throughout the year.
- Coordinates shipments for industry relations team booths at Regional Industrial Affiliate Meetings throughout the year.
- Create and updates assignments for staff volunteer grid for FIO
- Maintains inventory of promotional items, booth supply materials, brochures and tracks when more need to be ordered. Assists with ordering promotional items.
- 2-year degree; 4-year degree preferred
- 3-5 years work experience in a professional environment, preferably an office setting.
SKILLS AND ABILITIES:
- Excellent organizational and time management skills.
- Ability to multi-task.
- Knowledge of customer service practices.
- Strong Excel software skills.
- Software: Dreamweaver, Kentico, HTML and Microsoft Office Suite (Excel, PowerPoint, Outlook, and Word)
- Ability to learn databases (ACT, netForum, Boxwood).
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 firstname.lastname@example.org
Sales Manager, Industry Relations - Replacement
Join OSA’s sales team with great energy and strategic focus on continuing to help advance research which impacts several vertical markets with respect to the science of light
(including defense, biomedical, imaging, communications, and much more). This role will includes driving sponsorship, exhibit and advertising revenue to a portfolio of conferences and exhibitions around the world to help advance this science necessary for moving forward within these vertical markets. OSA offers outstanding benefits to its staff including five days off during the holiday season on top of a generous PTO, excellent medical benefits and fantastic matching retirement funding program.
The Sales Manager for Industry Relations is part of a team responsible for raising money through the sale of sponsorship, exhibit and advertising packages for OSA’s exhibitions, meetings and magazine by targeting various companies, organizations and associations. The Manager creates sponsorship and exhibitor packages according to client specification. The Manager attends weekly company meetings, sales update meetings and conference planning meetings and tradeshows as required.
ESSENTIAL DUTIES AND RESPONSIBILITIES
(other duties may be assigned):
· Utilize high volume telephone solicitation along with electronic and written correspondence and face-to-face meetings as tools in order to reach and exceed the budgeted sales target for each goal;
· Research and develop a list of potential clients for project;
· Develop and maintain relationships with existing and potential sponsorship clients and exhibitors;
· Keep precise records of conversations with all clients, sponsors and exhibitors in ACT;
· Prepare promotional material to promote sales opportunities;
· Maintain knowledge of conference timelines and sponsorship deadlines;
· Professionally represent OSA at all times.
: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this job description are representative of the knowledge, continuous proactive skill and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. General qualification requirements include: Ability to communicate customer needs and resolve issues independently. Ability to establish and master goals. Ability to identify and develop accounts. Ability to act independently with minimal or no supervision.
EDUCATION AND/OR EXPERIENCE:
Business Administration or equivalent degree, with 2-4 years experience in sponsorship & exhibit or corporate sales. A reasonable combination of education and experience will also be considered. A strong background and interest in science and technical fields desired.
Ability to read, analyze, and interpret general business materials, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, procedure manuals, and proposals. Ability to effectively present information both electronically and in person and respond to questions from clients, customers and the general public.
Ability to calculate figures and amounts such as discounts, interest, commissions. Ability to apply mathematical concepts to understand financial statements, budgets and cash flow.
Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Ability to effectively plan sales strategy. Ability to negotiate on behalf of both the client and OSA to achieve maximum benefit for both parties.
OTHER SKILLS AND ABILITIES:
This position is suited to a self-motivated, professional person who can confidently work with a variety of people from different cultures and backgrounds. Diplomacy, tact and a sense of humor are important to the success of this person. This position requires a driver’s license.
Excellent knowledge of a variety of software packages including Microsoft Word, Excel and PowerPoint and a CRM, such as ACT or Salesforce, are a must. A minimum typing speed of 50 words per minute is expected. The successful candidate will have a willingness to learn new software systems, such as Netforum, Expocad and Kentico. Familiarity with a multi-line phone system.
The Optical Society's (OSA) mission is to promote the generation, application and archiving of knowledge in optics and photonics and to disseminate this knowledge worldwide. The purposes of the Society are scientific, technical and educational. OSA’s commitment to excellence and long-term learning is the driving force behind all its initiatives.
Since 1916, OSA has been the world’s leading champion for optics and photonics, uniting and educating scientists, engineers, educators, technicians and business leaders worldwide to foster and promote technical and professional development. Through publications, events and services, the Optical Society is helping to advance the science of light by addressing the ongoing need for shared knowledge and innovation.
OSA was founded 100 years ago as The Optical Society of America and has evolved into a global enterprise serving a worldwide constituency. In recognition of its global reach and focus, since 2008 the Society has been known as OSA - The Optical Society.
Please send your resume and cover letter with salary requirements to email@example.com
Registration Manager - Replacement
The Optical Society (OSA), a prestigious non-profit, scientific professional society in Dupont Circle, is seeking a registration professional who manages the registration process and provides logistical support for all OSA Conferences & Meetings.
Tasks and Responsibilities
Registration Management: OSA Meeting Portfolio
Sets up registrations paths for 8-10 OSA Topicals and Congresses in registration software (organization currently uses Cvent).
Sets up events in OSA Membership Database (NetForum) to create links for data flow between membership database and third party registration software.
Ensures accurate and proper design of online and paper registration forms.
Contacts registrants to collect appropriate registration data and resolves any registration related issues.
Serves as primary contact to OSA customer service team, finance, or other internal clients for registration related questions and issues.
Sends registration confirmations and attendee communications to registrants in a timely manner.
Issues certificate of attendance to event participants.
Registration Management: OFC and CLEO Conferences
Serves as day to day contact for 3rd party registration vendor.
Coordinates with internal OSA key contacts and OSA’s registration company to gather specifications for online and paper event registration forms.
Leads internal testing of online registration, including collecting feedback and communicating changes to registration company.
Reports weekly or as needed registration statistics starting 12 weeks out from the events.
Responds to and resolves registration issues and questions from registration vendor and OSA’s Customer Service Team.
Drafts on-site signage and coordinates on-site support services.
Sets up registration area on-site and assists with on-site registration training of temp staff conducted by OSA’s registration company.
Supervises the on-site registration process.
Provides excellent customer service to internal and external stakeholders through phone calls, emails, etc.
Utilizes multiple registration or data management systems.
Works closely with OSA Customer Service to provide accurate registration related talking points, fact sheets and procedures for handling inquiries.
Processes registrations received through phone calls, mail, and fax accurately and efficiently.
Reviews daily issue reports and reconciles any errors/omissions in the registration data with the organization’s Finance and IT department as appropriate.
Understand integration process between organization’s registration and membership database.
Continuously evaluates, measures, and improves registration processes, procedures and documentation.
Reporting & Integration
Works with IT and stakeholders on registration integrations necessary when onboarding a new product/service/vendor, upgrades to products that impact registration systems, etc.
Sets up weekly, automated, registration reports.
Reconciles income with finance department during and after each event.
Provides adhoc reporting on registration data as needed for event planning purposes (e.g. Special Needs, ticket sales).
On-Site Registration Management
Generates badges and registration materials.
Manages stuffing process for registration materials.
Prepares check lists and oversees the preparation and shipping of on-site supplies, badges, badge holders, extra badge stock, registration materials, etc.
Trains volunteers assisting with on-site registration duties.
Staffs on-site registration counter at selected conferences.
Attends project meetings.
Populates event websites with registration information.
Works with OSA Finance department and meeting manager on financial close out for registration income and expenses.
Manages and maintains OSA’s official Terms and Conditions (T&C) of Registration and keeps them current with industry and consistent with OSA policies and practices:
Thoroughly vets T&C’s with all stakeholders;
Avoids any conflict of interest with pre-existing policies.
Ensures regular internal legal review of T&Cs at the appropriate level.
Communicates and enforces T&Cs effectively.
Trains other OSA staff on the use of registration system as needed.
Stays current with industry registration trends and makes recommendations for changes and enhancements to registration processes, physical setup and registration documents.
Bachelor’s degree required.
Minimum 2 years experience in the meetings industry preferred.
Prior work experience with registration and membership databases.
Experience with Microsoft Office 2013.
Ability to work both independently and as a team player (using discretion in decision making and sound judgment in problem solving).
Strong written and verbal communication and interpersonal skills.
Strong follow-up and time management skills.
Positive attitude and self-motivation.
High level of attention to detail.
Ability to prioritize and handle a variety of projects simultaneously.
Ability to learn new technologies and processes quickly.
Ability to travel 15-20%.
Ability to lift up to 30lbs.
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 firstname.lastname@example.org.