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

Chief Communications Officer
Chief Meetings & Industry Officer
Membership Aquisitions Manager
Public Relations Manager
Senior Director, General Counsel
Senior Meetings Program Manager

 



Chief Communications Officer


The Optical Society is recruiting for a Chief Communications Officer (CCO) who will develop and implement an exceptional communications plan for The Optical Society (OSA), directly managing communications activities that promote, enhance, and protect the organization’s messages and brand. The individual will be an ambassador for the organization and will build relationships with the volunteers and stakeholders across the globe, as well as with other members of the OSA Executive Team to ensure consistent branding, messaging and advocacy. The goal is to advance the organization’s position and visibility with relevant constituents, as well as to drive broader awareness and donor/financial support for OSA and the value and benefits of optics and photonics.  The CCO serves as an active member of the Executive Team and works collaboratively across OSA to complete projects and meet/exceed goals.
 
PRIMARY RESPONSIBILITIES:
 
Communications Strategy, Vision, and Leadership
 
Lead, direct, manage, monitor, and evaluate OSA Communications activities focused on internal and external relations to support OSA’s mission and enhance OSA’s reputation.  Develop and implement an integrated strategic communications plan to advance OSA’s brand identity; broaden awareness of its programs and initiatives; and increase the visibility of its programs across key stakeholder audiences.  Identify challenges and emerging issues faced by the organization. Work with Executive Team and staff to recognize internal and external communications opportunities and solutions, and define and execute appropriate strategies to support them. Provide input to the strategic planning process.


Organizational Branding and Marketing

 
Serve as principal convener of OSA Branding and Marketing Steering Committee composed of individuals from appropriate OSA divisions (Publishing, Meetings and Industry, Membership, Foundation, etc.). Work collaboratively with units and outside consultants as needed to develop and maintain a comprehensive branding strategy, updating current brand guidelines, creating templates for use, empowering units to be creative, and auditing their usage. The Steering Committee will be responsible for ensuring compliance with branding guidelines and messages throughout the organization in a consistent manner. The Steering Committee will also be responsible for ensuring that marketing and communications efforts throughout the organization are consistent in extending the OSA brand and logo.
 
OSA Digital Platforms
 
Serve as principal convener of OSA.org Steering Committee composed of individuals from appropriate OSA divisions (IT, Publishing, Meetings and Industry, Membership, Foundation, etc.) to ensure optimal visibility, timeliness, and consistent messaging on OSA.org and its constituent websites. Working with IT and outside consultants as needed, oversee, overhaul and redesign of and updates to OSA.org. Oversee video content strategy and creation across OSA platforms for brand, tone and voice.
 

Public Relations
 
Ensure effective development, implementation, and evaluation of public relations plans for individual programs.  Initiate proactive focus on positioning OSA and evaluation of efforts and modification based on assessment. Work with individual OSA divisions to develop social media guidelines and monitor compliance with guidelines. Ensure that all opportunities for the CEO, Executive Team and Officers are fully vetted.  Draft materials for the CEO and officers of OSA as needed, including speeches, messages, columns, presentations, and introductions. Use various forms of video to create engaging stories which align with our brand values and goals.
 
Internal Communications
       
Develop and deliver an annual internal communications strategy, with goals of promoting strategy and brand awareness and inspiring employee engagement across the company. Strategically manage and partner with key stakeholders with content development and programming across communication delivery channels including intranet, all staff meetings, events, webcasts, digital communications and email distribution. Work with highly confidential materials across a wide spectrum of constituencies and coordinate multiple projects simultaneously. Establish, interpret and recommend communications for company-wide policies and practices. Collaborate with PR Director to anticipate and manage internal and external crisis communications.
 
 
 
SECONDARY RESPONSIBILITIES:
 
  1. Oversee special projects/initiatives as requested
  2. Liaise with teams and organization for crisis management
  3. Oversee, coach, and mentor staff by challenging, motivating, and promoting their professional development through goal-setting and effective evaluations
  4. Anticipate operational needs and plan accordingly for appropriate staffing, costs, and efficient operations
  5. Establish policies and procedures for communications and ensure the development of operational guidelines as needed
     
EDUCATION AND EXPERIENCE:
 
  1. Master’s degree required; candidates with relevant experience will be given priority
  2. Fifteen years’ professional work experience in progressively more responsible roles in external and internal communications, branding, including at least five years professional work experience in project management and proven supervisory experience
  3. Experience working with a volunteer, governance-driven science-based organization (i.e., professional & individual membership); priority will be given to candidates who have worked in scientific/engineering nonprofit organizations and scientific/engineering societies
  4. Experience with a fast-paced office environment and shifting priorities
  5. Strong record of accomplishment of high integrity, sound judgment, confidentiality, and discretion
 
SKILLS AND ABILITIES:
 
  1. Strong interpersonal skills, including ability to operate diplomatically, effectively, and collegially with volunteers, members, customers, colleagues, and staff
  2. Outstanding leadership; oral and communication skills
  3. Ability to lead by example, develop and challenge staff, and develop effective teams
  4. Innovative and resourceful problem-solving ability, focus, and initiative
  5. Ability to see the “big picture,” think strategically, synthesize large amounts of data and information, and draw appropriate conclusions
  6. Excellent planning and project management skills, with a keen attention to prioritization, execution, deadlines, and efficiency
  7. Excellent financial skills from developing and managing budgets to analyzing return on investment, explaining variances, writing budget narratives, and making projections
  8. Ability to adapt to a rapidly changing situation/fast paced environment
  9. Ability to travel domestically and internationally
     
     
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.

 


Chief Meetings & Industry Officer


The Optical Society (OSA) is recruiting for a Chief Meetings & Industry Officer (CMIO). The CMIO works with the CEO and related governance to develop the vision and set the strategic priorities for the management of all meetings, exhibitions, and OIDA (OSA’s Industry Development Associates) membership and OIDA related programs. The CMIO is responsible for ensuring the planning, implementation, success and evaluation of programs and products within the meetings and industry portfolios. As a member of the OSA Executive Team, the CMIO partners with other Division heads on overlapping goals and initiatives.   OSA Science Advisors, who are responsible for OSA’s scientific content, support and partner with the CMIO.  
 
PRIMARY RESPONSIBILITIES:
 
1. Strategic Planning, Vision, and Leadership 

Collaborate with the CEO in developing and implementing OSA’s overall meetings and industry vision and strategies for achieving the vision. Effectively organizes and interprets data (including internal content, competitive and comparative) to understand and gain from trends, leading to improvements, both financial and non-financial. Identifies and recommends new business development opportunities, new technological solutions, product/program opportunities, and monitors and adjusts OSA’s lines of business to react to market changes. Maintains rich and relevant content in programs while continually searching for more effective delivery and greatest impact. 
 
Develops specific strategic plans for each of the below listed areas and, with support and direction from the CEO, advisory committees and key stakeholders, creates the specific goals, tactics, and implementation plans in order for these programs to expand successfully:
  1. OIDA membership and corporate industry programs
  2. Meetings and Exhibitions Portfolio
  3. OSA managed events: OFC and CLEO, co-sponsored conf. of 15K and 4K attendees, respectively
 
2. Meetings and Industry Division Operations 

Oversees and leads a staff of 30+ who plan and successfully execute OSA’s exhibitions, scientific congresses, topical meetings & conferences (ranging from 40-60, for an annual attendance of 22K), and OIDA membership (280) and Corporate Industry programs to benefit the Society. Works with staff to provide high-level project oversight, approving project scope, budget, and deliverables within the department. Anticipates operational needs and identifies growth opportunities. Together with the CEO establishes and monitors progress against program and organizational metrics and milestones. Advises the Board as needed on Department activities, initiatives, goals and outputs. Specifically, these duties and responsibilities encompass the following:
  1. Sets and implements through staff, Policies and Procedures for on-going implementation of all Meeting, Exhibition, and Corporate Membership/Programs, including Meeting R&Rs for committee management. Develops, ensures implementation, and enforces the use of systems that facilitate smooth work flow, equitable and efficient work allocation, quality control, monitoring and evaluation, and communication within and among programs and with other OSA departments.
  2. Designs/introduces performance-based metrics to gauge success and encourage fact-based decision-making.
  3. Develops and manages financial responsibilities, including budgets and related assumptions, monthly review of financial statements, estimates, cost/benefits analysis, and other non-dollar benchmarking for Meetings portfolio and OIDA/Corporate Program budgets.
  4. Oversees technical, scientific paper peer-review process from submission through the completed, printed document (Calls for Paper, Advance Programs, and Technical Digest).
  5. Assures abstract and peer review process is conducted in a coordinated, systematic and timely process.
  6. Manage risk by overseeing contract negotiations with hotels, convention centers and facilities, airlines, travel agents, food and beverage vendors, typesetters, printers, audio-visual and other service suppliers. Obtain appropriate conference insurance policies and approves contracts as appropriate under OSA contract and policies guidelines.
  7. Direct efficient, customer-focused registrations systems and procedures.
 
  
3. Marketing and Sales 

Oversees the development and implementation of marketing programs to promote each meeting and Corporate Membership/Program. Works with Exhibit, Sponsorship, and Corporate Membership Sales team to ensure revenue goals are appropriately set and measures are in place to track progress and ensure we reach quarterly, monthly and annual targets. Leads ongoing market and competitive education of sales and marketing teams to ensure they have enough content knowledge to effectively promote division’s products and programs. Leads efforts to continuously improve targeting and market penetration of OSA’s Meetings and Industry programs.
 
 4. Committee, Volunteer, and Co-sponsor/Partner Engagement
 
Enhances communication with OSA leadership to assure appropriate scheduling and coordination of meeting activities with staff and volunteer groups (technical program and steering committees, officers, and board of directors).  Holds primary responsibility through dept. Sr. staff liaisons for administration and implementation of the following committees and their leadership engagement: OSA Meetings Council, OSA Board of Meetings, OFC Steering and LRP (Long Range Planning), CLEO Steering and JCA (Joint Council on Applications), OIDA Council, Meeting program and strategic committees for each Congress and Topical meeting. Acts as Primary Liaison with OFC and CLEO Co-sponsors on operational and strategic issues. Develops and enhances relationships for the Society including responding to members and the general public. Develop high-impact opportunities to promote OSA and to encourage greater volunteer participation in industry related committees and programs.
 
 
SECONDARY RESPONSIBILITIES:  
 
  1. Manages personnel related issues, including supervision, coaching, and professional development of department staff.
  2. Develops innovative initiatives to enhance internal communication, education, efficiency, and effectiveness.
  3. Introduces change in a constructive and clear manner, so that the team can embrace improvements behind changes.
  4. Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks and participating in professional societies.
  5. Creates opportunities to forge strategic partnerships with other providers and funders, especially regarding to identifying service gaps & business opportunities. 
  6. Seeks leading practices globally and is current with industry developments, maintaining leadership role for introducing innovative programs and services.
  7. Creates and improves existing links between internal OSA teams and workgroups focused on increasing Industry-related content, participation and/or support.
  8. Act as a key stakeholder in OSA Strategic Planning Process representing Meetings, Exhibitions and Corporate Membership/Programs.
 
EDUCATION AND EXPERIENCE:
 
  1. Bachelor’s degree required and Master’s degree in business related field a plus.
  2. Fifteen years professional work experience in progressively more responsible roles in meetings, exhibitions, conferences, and sales or new business development. Experience working with a volunteer, governance-driven science or technology-based organization as well as experience in high-tech corporate environment are a plus.
  3. Ten+ years of staff management experience with multi-layered reporting structure (direct and indirect reports) required.
  4. Experience managing vendors, volunteers and customers globally based (Asia/Europe).
  5. Experience managing large-scale tradeshows with 800+ exhibitors and 150,000 net sold square feet of exhibit space.
  6. Track-record of meeting and exceeding short and long term financial goals personally and through management of direct and indirect staff reports.
  7. Experience with a fast-paced office environment and shifting priorities.
  8. Strong record of accomplishment of integrity, judgment, confidentiality & discretion.
 
SKILLS AND ABILITIES:
 
  1. Outstanding leadership and management skills, strong interpersonal skills and ability to build relationships on behalf of the organization.
  2. Outstanding communications and interpersonal skills, including the ability to relate well to a wide range of constituencies.
  3. Understanding of multiple vertical and technology markets related to Optics & Photonics, and govt. agencies & corps. to underwrite industry & meeting investments.
  4. Knowledge of scientific, peer-reviewed technical paper process.
  5. Ability to establish and maintain collaborative working relationships with volunteers, members, customers, colleagues, and staff.
  1. Ability to see the “big picture” and act to benefit the organization. Ability to survey the existing environment and move to position programs to gain greatest impact.
  2. Strong analytical ability, budgets, marketing, critical thinking and organizational skills.
  3. Strong project management, program planning, and implementation skills.
  1. Demonstrated knowledge of principles, practices and theories of not-for-profit needs in a diverse scientific or technical community.
  2. Ability to execute high level of engagement within target market areas including, corporations, academic institutions and government agencies/research institutions.
  3. Ability to travel domestically and internationally.

 OSA offers a competitive salary and benefits. Please send your resume and cover letter with salary requirements to resumes@osa.org.

Membership Acquisitions Manager


The Optical Society (OSA) is recruiting for a Membership Acquisitions Manager for our Membership Department. The Membership team is responsible for a comprehensive membership program that results in meeting organizational key results in acquisition and retention. The team is also tasked with the efficient administration and operations of a membership body totaling 21,000 individuals from around the world. The Membership Acquisitions Manager leads the development and management of recruitment and retention promotion; utilizes research and trend analyses to set effective strategies; and engages in consistent tracking, assessment, and reporting of marketing efforts. The Membership Acquisitions Manager should be a proven collaborative leader with expertise in relationship building, project management, and modern marketing practices and the business acumen to manage the strategy, portfolio, and be consistent with brand alignment of the Society’s member and program marketing messages in the context of OSA’s dynamic, mission-critical activities.
 
PRIMARY RESPONSIBILITIES:
 
  1. Identify high-value sales territory, channels, and prospects to meet membership and revenue targets, in collaboration with stakeholders.
  2. Present, promote and sell products/services/memberships using solid sales techniques  to existing and prospective customers
  3. Responsible for communicating to current and potential members via telephone calls (outbound and inbound calls), direct mail, social media interactions, and email communication.
  4. Evaluate Marketing & Sales efforts on a continual basis to ensure quality is high, goals are being met, progress is recognized, and in areas to grow our market share.  
  5.  Oversees the development of global membership campaigns that meet diverse needs in all parts of the world, supporting their efforts to increase and retain members in all populations.
  6. Develop and implement a plan to recognize member milestones, such as certifications, anniversaries or awards
  7. Maintain the development of a comprehensive marketing plan to increase acquisition and retention of OSA members overall—and select membership categories in particular.
  8. Maintain marketing efforts on transitioning long-term OSA members to multi-year or lifetime categories; accomplishes research on members who are currently in multi-year membership categories, develops demographic profiles for each multi-year option, and determines those most likely to choose a multi-year membership. Determines target segments for each multi-year option, and develops key messages, value statements and prioritization of benefits for each option.
  9. Leads marketing efforts on encouraging long-term OSA members to apply for Senior Membership status; analyzes the Senior Member designation and its overall impact on OSA membership retention. Researches members who are currently Senior Members and develops a demographic profile to determine those most likely to apply.
  10. Leads marketing efforts to increase acquisition and retention of members, including the transition of students to individual members post-graduation. Assesses the impact of student membership in career development; develops case studies for future recruitment efforts.
  11. Leads marketing efforts to source prospects external to OSA’s house list. Analyzes conversion rates to determine efficacy of all prospect lists. Develops targeted marketing campaigns with customized messaging based on types of lists used.
  12. Oversees the quality and accuracy of member communications—including onboarding materials, the bi-annual Member Resource Guide, and monthly member newsletter.
  13. Facilitates the cross marketing of OSA’s products and services.
  14. Oversees the management and efficiency of the membership module within OSA’s AMS database.
  15. Actively participates in Membership and Outreach Programs Council activities.
 
 
EDUCATION AND EXPERIENCE:
  • College degree
  • 7 or more years of relevant association membership experience
 
SKILLS AND ABILITIES:
  • Excellent written and verbal communication and proofreading skills
  • Strong project management and problem solving skills
  • Strong organizational skills with keen attention to detail and ability to multi-task to meet multiple deadlines
  • Knowledge of complete marketing cycle and ability to function in all phases. Must have experience developing a variety of marketing materials—including working with external vendors on production and distribution
  • Experience managing lists for email and direct mail marketing
  • Experience with social media and on-line marketing (banner ads, web content, content/inbound marketing, and Google AdWords)
  • Basic knowledge of income/expense accounting
  • Technologically proficient with a solid understanding of and ability to use appropriate software products. In the Microsoft Office Suite, familiarity with Access and advanced capabilities in Excel are preferred
  • Graphic design capabilities in print and electronic formats and experience with print production. Some experience in the Adobe Creative Cloud suite is preferred: Dreamweaver (or HTML), Illustrator, InDesign, and PhotoShop
  • Experience with netForum—especially with reports and queries—and Tableau dashboards is preferred
  • Interest in science is a plus
  • Strong customer service orientation
  • Ability to travel (less than 10%)
 
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 Manager


The Optical Society (OSA) is recruiting for a Public Relations Manager. The successful candidate will work to develop, implement and manage projects to enhance organization-wide external communications and media coverage of key OSA initiatives and to raise awareness of OSA, optics, photonics and the value of science among key external audiences.  

The manager builds strong relationships internally between the Director of PR and internal stakeholders (i.e. Membership, Meetings, Publications, and Customer Service). The manager has considerable external contact with members of the media, OSA volunteers, exhibitor PR contacts, and vendors.

This position provides project management and implementation efforts including: writing news releases, op-eds, newsletters, articles, and other communications materials; building relationships with external contacts, including OSA members, journal authors, meetings presenters, members of the media, industry analysts, and PR contacts at related organizations; managing media tracking and reporting; manages select social media content for the organization, as well as developing social media events, analytics tracking and content strategy; supporting or managing conference PR activities; staying abreast of industry and scientific news cycles and identifying ways for proactive media outreach;  contributing to the overall goal of OSA’s communications team to create awareness and disseminate knowledge of  the science of optics to external audiences.


PRIMARY RESPONSIBILITIES:
  1. PR/Media Relations
  1. Writes, proofs and/or distributes news releases for all OSA programs, including journal research, conferences, topical meetings, etc. as needed.
  2. Identifies and contributes content for strategic writing opportunities:  blogs, op-eds, fact sheets, letters to the editor, and enhanced content on OSA.org
  3. Serves as a liaison to OSA Foundation, Outreach Programs, Public Policy and Membership departments for press releases writing and PR outreach efforts as needed.
  4. Builds and maintains relationships with industry, business and local/general interest reporters, serving as a go-to resource for expert and information inquiries.
  5. Builds and maintains relationships with optics topical experts, for use in media outreach activities.
  6. Responds promptly and professionally to inquiries from current and prospective corporate members and media.  Provides information about OSA products and services.
  7. Proactively positions OSA leadership and members as expert media sources.
  8. Works with corporate programs team to maintain and carry out PR benefits of OSA corporate membership.
 
  1. Conference Media Room Activities
    1. Manages logistics and planning for media activities at select OSA conferences.
    2. Develops social media plan for two conferences, three congress meetings and leadership meeting.
 
 
  1. Social Media
    1. In coordination with the department leadership, manages all content across OSA’s primary social media accounts, including scheduling and editing of internal content requests and original content development. Follows best practices in frequency posting per channel.  Ensure messaging consistency in all social media communications. 
    2. Monitors activity/comments on OSA’s primary social media accounts and responds as needed, and coordinates with other content producers.
    3. Contributes to overall social media strategy, particularly as it relates to PR, media outreach and reputation management, including developing relevant hashtags and themes for social media
    4. Plans and executes social media events (e.g. Facebook contests, Twitter chats, live streams, etc.).
    5. Works with social media team leaders in other departments to track and report social media metrics via OSA dashboard tool.
    6. Provides mentoring and tutorials on social media best practices to other OSA staff
 
 
  1. Online Newsroom Support
    1. Manages online content development and maintenance of online newsroom.
    2. Contributes to enhancing OSA’s multimedia efforts including video, audio or photo components in press releases, web video content, etc.
 
  1. OSA Publishing
    1. Works with internal OSA Publishing and graphic design team for coordination on press/ paper release dates/times and banner development for the OSA homepage.
 

EDUCATION/EXPERIENCE AND SKILLS/ABILITITES REQUIRED:
  1. Bachelor’s degree in pubic relations, journalism, communications or related field.
  2. 5-7 years media relations, public relations and/or communications work experience.
  3. Prior experience in a science-related field or organization a plus.
  4. Strong writing and editing skills required. Strong verbal communication skills and customer service orientation.
  5. Ability to handle multiple tasks simultaneously and work independently.
  6. Experience working with media monitoring services and reporter database search services. (e.g. Meltwater)
  7. Experience working with social media content and analytics (e.g. via Hootsuite, Google Analytics, Radian6).
  8. Proficiency in Microsoft office/Windows and online research.
  9. Detail orientation and ability to establish and maintain electronic record-keeping system and files.
  10. Ability to handle fast-paced environment and experience coordinating with vendors and consultants.
  11. Travel: limited travel for conferences is required.
  12. Language skills (Spanish or Chinese) or international experience is a plus.


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.

 


 

Senior Director, General Counsel



The Optical Society (OSA) is recruiting for a Senior Director, General Counsel. The successful candidate serves as a one-person legal department for 21,000+ member global scientific professional society and its foundation. Provides legal, compliance and risk management advice and counsel to the Board, executive staff, and staff at all levels. Manages all legal affairs for OSA and the OSA Foundation, in accordance with best practices and policies approved by Board of Directors and senior management. Oversees several law firm relationships & temp support when needed.
 
PRIMARY RESPONSIBILITIES:
 
Contracts. Manage all aspects of the contracts process, including: Preparation and review of vendor contracts, memoranda of understanding, licenses, leases and other agreements. Assist staff with general contracting needs.
  1. Prepare periodic reports on contract status for senior staff.
  2. Conduct staff training on contract processes and procedures.
  3. Maintain contract templates and update as needed.
  4. Maintain contract database.
  5. Maintain contract policy and update as needed.
     
Intellectual Property. Manage and oversee the society’s intellectual property portfolio, including:
  1. Maintain inventory of trademark registrations and coordinate with outside counsel on filings and renewals.
  2. Work with staff and outside counsel to monitor and enforce intellectual property rights as needed.
  3. Monitor legal trends affecting OSA’s intellectual property and educate OSA staff as needed.
  4. Coordinate with relevant department heads regarding trademark-related legal costs.
  5. Maintain copyright assignment/transfer templates.
  6. Maintain repository and archive of executed agreements.
     
Manage Outside Counsel.
  1. Engage and oversee outside counsel on specialized or complex matters.
  2. Monitor pending legal claims involving OSA; coordinate with outside counsel, insurance providers, and other parties as necessary.
  3. Develop and manage legal portion of Operations budget, including review and approval of outside counsel invoices.
     
Corporate Governance.
  1. Attend all OSA Board meetings attend council/committee meetings as needed.
  2. Report on significant Legal issues and Legal department activity to the OSA Executive Council.
  3. Perform functions appropriate to any corporate officer positions to which the Board appoints the Senior Director, General Counsel.
  4. Maintain corporate documents and prepare amendments, as needed.
  5. Act as secretary of Employee Benefit Plan Committee.
  6. Prepare memoranda on legal issues for Board or council/committee consideration, as needed.
 
Policy Development and Review; Compliance.
  1. Assist in developing and/or reviewing OSA policies as requested.
  2. Maintain and oversee compliance with relevant laws, regulations and policies.
  3. Update and maintain Board and employee conflict of interest policies and disclosures.
  4. Assist Human Resources on general compliance matters and other employment-related legal matters as needed.
     
     
OSA Liability Insurance.
  1. Oversee annual renewal of OSA insurance policies.
  2. Act as primary contact with insurance provider/broker regarding claims.

General.
  1. Provide advice and counsel to Senior Staff and Executive Team on matters of strategic importance to Society. 
  2. Develop and maintain legal orientation and training materials for staff.
  3. Maintain OSA legal archive.
  4. Monitor legal trends/developments affecting OSA operations.
  5. Work on special projects as determined by COO or CEO.
  6. Other duties as assigned.
 
 
SECONDARY RESPONSIBILITIES
  1. Maintain constructive relationships with all departments.
 
EDUCATION AND EXPERIENCE:
 
  1. JD degree required.
  2. Admission to a state bar and current membership in good standing
  3. Minimum of 8 years relevant work experience.
 
SKILLS AND ABILITIES
 
  1. Knowledge of legal issues affecting tax-exempt associations.
  2. Knowledge of copyright and trademark law.
  3. Experience drafting and reviewing contracts of all types.
  4. Demonstrated ability to work in a highly confidential manner.
  5. Demonstrated ability to manage multiple projects that require complex scheduling, detailed organization and compliance with deadlines.
  6. Demonstrated organizational and writing skills with ability to prioritize and work independently.
  7. Demonstrated ability to communicate with staff at all levels and with Board-level volunteers.
 
 
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.

 

Senior Meetings Program Manager


The Optical Society (OSA) is recruiting for a Senior Meetings Program Manager. The position develops the Project Plan and manages the team’s performance of project tasks, coordinates and executes the logistical aspects, programming and volunteer management aspects of all assigned meetings.  The Senior Manager is responsible for communication, including status reporting, risk management, and the escalation of issues that cannot be resolved by the team, and, in general, making sure the project is delivered in budget, on schedule, and within scope while maintaining a co-operative, motivated and successful team environment – cross divisional and cross departmental.  The Senior Manager provides onsite supervision of staff and vendors as well as supervises and mentors direct report(s).
 
RESPONSIBILITIES:
  1. Project Management
    1. Serves as primary contact with senior management, internal stakeholders and committee members
    2. Serves as on-site staff lead to ensure event is executed appropriately, troubleshoot issues, manage staff/vendors, and act as primary emergency/crisis contact
    3. Communicates dates, FAQs and key deadline changes to internal stakeholders (e.g. Exec. Team, senior department staff, customer service)
    4. Facilitates regular team meetings and communicates team decisions, action items, and interim and final reporting (accurate, thorough, meaningful)
    5. Develops and maintains a detailed project plan
    6. Monitors timeline and fulfillment of deliverables
    7. Records and manages project issues (inclusive of marketing, exhibits sales, registration and exhibit operations) and escalates where necessary
    8. Ensures website reflects key messages of the meeting
    9. Identifies conference staffing needs and schedule
    10. Evaluates effectiveness of programs and communicates improvement opportunities for next meeting
 
  1. Committee Education and Program Development
    1. Reviews past meeting wrap-up notes, event statistics and evaluations to determine program improvements
    2. Reviews meeting outline and prior meeting programs to determine general flow, parallel sessions, special events and meeting culture
    3. Highlights committee feedback on hot topics, scope, and committee suggestions
    4. Reviews expectations and process, to include peer-to-peer marketing
    5. Confirms meeting topics and/or categories with Chairs
    6. Supports needs to ensure key metrics are met
    7. Liaises with grant manager and chairs in grant development for budget and program objectives
    8. Works with committee to develop slot allocation and determine joint Congress activities
    9. Provides reports to assist with committee/speaker identification
    10. Develops and maintains key committee communication tools, such as the calendar of deadlines and slot allocation
    11. Updates meeting outline on a regular basis, at least annually
    12. Works with committee on resolving any session/speaker conflicts
    13. Works with both outreach programs and conference chairs on selection of special awards programs
    14. Manages correspondence with plenary speakers
    15. Generates agenda of sessions
 
  1. Budget Management
    1. Effectively plans and develops accurate budgets
    2. Ensures expenses remain within budget limits and revenue goals are met
    3. Reconciles event bills and invoices
    4. Provides interim variance statement reports
 
  1. Vendor/Site Selection
    1. Analyzes proposals, issues recommendations to supervisor for vendor selection, and negotiates terms
    2. Serves as liaison with all vendors and venues and manages their performance and delivery of services/products
    3. Ensures successful fulfillment of contract specifications
    4. Reviews hotel/venue terms during negotiation process
    5. Establishes and implements proactive processes to avoid attrition
    6. For larger conferences:
    7. Conducts site selection visits and planning trips 
    8. Negotiates convention center contracts, including rates and space
    9. Accurately forecasts and establishes room blocks and sub blocks
 
  1. Meeting Logistics
    1. Manages execution of plenary/general session(s)
    2. Maintains space diary
    3. Manages the development of signage, VIP and speaker rooming lists, concession usage and shipping
    4. Approves specs and signs off on BEOs
 
  1. Collaborates with other Senior Meetings Program Managers and departmental senior staff to effectively manage department resources
    1. Ensures consistent processes and policies for all programs are followed
    2. Identifies potential efficiencies
    3. Coordinates distribution of IT equipment and signage inventory
 
EDUCATION AND EXPERIENCE:
  • Four-year college degree required
  • CMP or like certification required
  • Five or more years of event planning experience required
  • Three or more years of volunteer (subject matter experts) experience required
  • Association experience preferred
  • Supervisory experience preferred
  • Contract & vendor management experience required
SKILLS AND ABILITIES:
  • Excellent oral and written communication skills
  • Ability to communicate effectively with both scientific minded volunteers and members
  • Superior analytical abilities
  • Ability to meet multiple deadlines, coordinate details, and work independently
  • Excellent ability to establish and build relationships
  • Ability to travel, approximately 20%
  • Proficiency in Microsoft Office software and database applications
  • Excellent customer service skills
  • Excellent project management skills
  

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