Jobs at OSA

OSA Careers

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 resumes@osa.org or fax them to +1 202.223.1096.

Current Employment Opportunities

Administrative/Program Assistant - Replacement
Exhibits Coordinator - Replacement
Exhibits Sales Manager - Replacement
Registration Manager - Replacement
Public Relations & Government Relations Intern - Replacement
Conventions & Meetings Intern - 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.
 
PRIMARY RESPONSIBILITIES:
Under the Direction of the Chief Industry Relations Officer:
  1. Maintains calendar and assists with organizing meetings, including requesting conference rooms, AV needs, and attendance status.
  2. 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.
  3. Completes expense reports in a timely fashion.
  4. Maintains filing system by creating new folders and filing all documents as requested.
  5. Coordinates the contract review process, ensuring the steps are followed before contracts are sent for signature.
  6. Assists with meeting preparation by organizing documents in file folders, editing presentations, printing files, and sending shipments.
  7. Supports with all other ongoing organization and implementation of administrative duties and tasks as requested.
  8. 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:
  1. Executes the OIDA Corporate Member renewal & process new OSA and OIDA Corporate Members
  2. Terminates Members upon non-renewal
  3. Serves as the main contact for OIDA Corporate Member customer service
  4. 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.
  5. Supports Industry Programs as needed with registration, finance, onsite programs, tent cards, etc.  
  6. Maintains OSA Corporate Member lists in databases and documents and reconciles lists monthly.
  7. Responds promptly and professionally to inquiries from current and prospective OIDA members.  Provides information about OSA products and services.
  8. 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.
  9. Coordinates shipments for industry relations team booths at Regional Industrial Affiliate Meetings throughout the year.
  10. Create and updates assignments for staff volunteer grid for FIO
  11. Maintains inventory of promotional items, booth supply materials, brochures and tracks when more need to be ordered.  Assists with ordering promotional items.
 
EDUCATION AND EXPERIENCE:
  • 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 resumes@osa.org.
 
 

Exhibits Coordinator - Replacement

The Optical Society seeks an Exhibits Coordinator to assist in the management of the successful execution of all exhibits-related logistical aspects of OSA’s meetings portfolio.

Duties include assisting in all logistical activities relating to planning and executing a meeting and/or exhibit, including but not limited to managing collection and production of  signage requirements, initiating various data tracking processes, compiling Exhibitor Service Kits and Exhibit Buyers’ Guides, and serving as primary resource for exhibitors.  Also critical to the success of this person’s job is the active participation on conference/meeting cross divisional and departmental teams to assist in planning and executing high quality conferences and events. Secondary responsibilities include liaising with vendors on project-specific activities and assisting efforts to improve attendee and exhibitor experiences.

Position requires a Bachelor’s degree and CMP or CEM preferred.  Candidates must have 3-5 years meeting, exhibit and/or event planning experience; proficiency with MS Office applications; knowledge of Association Management Software (Access, ACT, ExpoCAD); knowledge of Registration and Membership Management Systems such as IMiS, Avectra, Cvent; and ability to quickly master new applications.  Position requires a strong professional image and solid organizational and interpersonal skills, the ability to successfully coordinate multiple long and short term projects simultaneously, excellent writing and proof-reading abilities, and exceptional attention to detail.  Candidates must be willing and able to travel occasionally for 2-10 day trips and work extended hours including evenings and weekends as needed.
 
Located in Dupont Circle, OSA offers a competitive salary and excellent benefits.  Please send cover letter, resume and salary requirements to resumes@osa.org.

Exhibits Sales Manager - Replacement



The Optical Society (OSA) is recruiting for an Exhibits Sales Manager. The Exhibit Sales Manager has overall responsibility for exceeding all exhibit renewal sales and retention goals for OFC, CLEO and FiO. Position will work with Director, Exhibit and Sponsorship Sales to ensure corporate customer needs are exceeded.  
 
Primary Responsibilities Include:
  • Make high volume outbound sales calls and other outreach efforts for renewal and business development for OFC, CLEO and FiO.
    Initiate meetings with current and potential clients to determine sales and marketing objectives, budget and timing.
    Research and identify new sales leads.
    Maintain an accurate and robust database of qualified sales prospects.
    Record all sales activity and pipeline in CRM.
  • Produces weekly reports for the Director, Exhibit & Sponsorship Sales concerning the renewal status for OFC, CLEO, and FiO.
  • Collaborate with Director, Exhibit and Sponsorship Sales and make recommendations on year-round sponsorship proposals, where advertising is included.
  • Provide regular sales updates to the Director of Sales and Sponsorship on sales and pipeline activity.
  • Finalize all contracts and forward to Sales Coordinator for fulfillment
  • Generate new sales ideas and approaches.
  • Initiates sales scripts, email blasts and other activities to boost sales.
  • Actively and collaboratively participate in regularly scheduled individual, departmental, and organizational team meetings.
  • Provide input to Director of Sales and Sponsorship on budgeted revenue goals.
  • Responsible to the Director of Sales and Sponsorship for meeting and exceeding those revenue goals.
  • Ensures all information for rebook is posted on-line (prior to when rebook mailing drops), on-site forms, contracts are updated, printed and shipped. 
  • Manages all aspects of “AON” points project for OFC and CLEO from start to finish (including database updates, calculations, and history maintenance, handling inbound exhibitor calls, and coordinating pre- and post-con rebook mailings).
  • Works with Director, Exhibit and Sponsorship Sales to manage exhibitor up-size requests, down-size requests and cancellations
  • Maintains wait lists for re-locations on exhibit floor plans and notifies exhibitors as spaces they requested become available.
  • Performs in-person rebook duties at OFC and CLEO. 
  • Works directly with the meetings department as the sales liaison for meeting room fulfillment for OFC.
  • Works closely with the exhibit operations team to ensure a high level of customer satisfaction in all areas of exhibits, advertising, and sponsorship sales
  • Coordinates CLEO First-Time Exhibitor promotion.
  • Produces email and mailing lists for exhibitor marketing efforts as requested by the Director, Exhibit & Sponsorship Sales. 
  • Creates prospect lists for competitive lists for use by staff  
  • Works with OSA in-house counsel on exhibitor questions related to contract revision request.
  • Attends industry related trade shows, schedules meetings with customers, and makes sales presentations to up-sell customers.
  • Handles general exhibit-related calls and emails with a high level of customer service, and/or routes them to the appropriate person.
 
Education and Experience
  • Four College degree
  • Minimum of five years’ sales experience, preferably event/tradeshow and advertising sales.
  • Management position; does not supervise staff.
  • Association or Optics  industry experience preferred
 
Skills and Abilities:
  • A high level of initiative and attention to detail is required
  • Required proficiency in: Microsoft Word, Excel, Outlook and PowerPoint
  • Proficiency with Contact management software, preferably ACT or SalesForce
  • Experience with NetForum or other association management software system
  • Familiarity with Kentico or other web content management software
  • Prefer experience with ExpoCAD or other space-draw programs
  • Familiarity with Quark, InDesign, Photoshop, Illustrator and Acrobat preferred.
  • Prefer experience with SwiftPage or other HTML email management programs.
  • Strong interpersonal and customer communications skills.
  • Excellent business writing skills and experience.
  • Some experience and proven track record in negotiation skills, specifically as relates to working within established product prices.
  • Skilled in following up with customers, being forceful in a professional manner and persistent to be able to close sales to maximize customer decision-making.
  • Ability to focus effectively on multiple tasks at all times
  • Ability to meet deadlines.
  • Ability to travel required
 
 
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 resumes@osa.org.

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.

Customer Service

  • 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.

Database Management

  • 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.

Other Duties

  • 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.

 

Requirements

  • 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 resumes@osa.org.
 

 


 

 

Public Relations & Government Relations Intern - Replacement


The Optical Society, a prestigious non-profit, scientific professional society in Dupont Circle is seeking a college-level intern majoring in public relations/integrated communications to work in the external relations department.

Position Summary: 
Writing, Research & Analytics
  • Manage timelines, calendars, project trackers
  • Writing press releases and other promotional copy
  • Supporting conference/tradeshow PR planning and implementation
  • Research ongoing policy issues related to science, technology and government
  • Assist with Capitol Hill and District visits; attend briefings and write summaries
  • Updating and maintaining media contact lists
  • Other external relations tasks as assigned
  • Write social media content

Position requires strong organizational and communication skills, attention to detail, ability to multitask, and superior writing ability. You will gain practical, hands-on public relations experience at an international non-profit organization. Assignments will be comparable to those of an entry-level public relations/government relations position and will give you a well-rounded introduction to a fast-paced PR/GR environment.

Education & Experience:
  • College-level coursework in public relations and/or political science
  • Familiarity with social media and media relations tactics
  • Experience using Microsoft office software
     
    Skills & Abilities:
  • Interpersonal and written communication skills required for internal and external contacts
  • Ability to manage workflow with daily deadlines
  • Strong organizational and project management skills
  • Ability to work independently or in a team environment

    Term:
    May-August 2017, part-time (20-25 hours per week). Stipend/hourly rate to commensurate with experience.


    Earn credit. Build your resume and add valuable industry references to your resume.
    Send resume, cover letter and two page writing sample to resumes@osa.org.
     
 

Conventions & Meetings Intern - Replacement


The Optical Society a prestigious non-profit, scientific professional society in Dupont Circle is seeking a college-level intern for their Conventions & Meetings Department. This position will assist the OSA Meetings Department staff with the Society’s meeting(s) preparation and execution.
 

Tasks and Responsibilities

Communications
  • Assists with drafting and distributing housing emails to authors and attendees not in hotel block.
  • Proofs attendee communications such as the What to Know Before You Go messages.
     
    Event Marketing & Promotion
  • Drafts copy for meeting websites and microsites.
  • Assists with developing slides for session walk-in/out presentations.
     
    General Logistics Support
  • Provides general assistance for on-site pre-con meetings.
  • Assist in the preparation of poster session logistics – numbers, pins, etc.
  • Creates content capture log for tracking session recording on-site.
  • Produce session count sheets.
  • Prepares pre-con staff packets according to Meetings Team’s requirements.
  • Assists in production of award certificates.
  • Produces signage inserts.
  • Proofs meeting signage.
  • Coordinates packing and shipping of conference materials.
  • Creates and distributes shipping labels.
     
    Housing
  • Works with Meetings Team to maintain staff housing list.
  • Coordinates with Meetings Team to create VIP housing list.
     
    Registration
  • Assists Registration Manager with all general registration processes as needed/assigned.
  • Assists in the content development of registration confirmation letters.
  • Coordinates the issuing visa letter to include collecting contact information, creating form letters and mailing or faxing.
  • Supports registration manager in maintaining inventory of registration meeting supplies.
  • Assists in assembling attendee materials, e.g. producing badges and any associated info cards and organizing registration materials for on-site distribution.
  • Trains and understands the organization’s registration system.
  • Provides backup with key registration tasks such as responding to event inquiries, testing of registration sites.
     
    Vendor Management
  • Assists with preparing RFPs.
  • Compiles incoming proposals for review.
  • Assist in finalizing arrangements with various meeting vendors (decorator, audiovisual, hotel, supplies).
     

Other Job Functions
  • Performs various administrative duties including but not limited to:Preparation of, proofing and editing correspondence; coordinating mailings; responding to routine questions and requests for information.
  • Special projects as assigned.
  • May assist in on-site execution of local events.
     
     

Requirements

  • Experience with Microsoft Office 2010.
  • High degree of professionalism.
  • Strong organizing skills.
  • High level of attention to detail and seeing projects through to their completion.
  • Ability to prioritize and handle a variety of projects simultaneously.
  • Ability to work effectively both individually and in a team.
  • Good research and writing skills.
  • Excellent verbal communication skills.
  • Ability to learn new technologies and processes quickly.
     
     
    Summer 2017, part-time (15 -20 hours per week). Stipend/hourly rate of $15.00 per hour. Please send cover letter and resume to resumes@osa.org.