The Optical Society (OSA) is recruiting for a Meetings & Industry Administrator. The position will support the Chief Events and Industry Officer and the Sr. Director, Program Development and Community Engagement to perform the OSA global meetings portfolio and Industry programs. Duties include but are not limited to calendar management, scheduling meetings using Outlook, Zoom and other technologies, coding/processing expenses, working with program and other governance committees, making travel arrangements, and creating content. The ideal candidate will have the ability to work with scientists and engineers who volunteer for the organization, is proactive, and demonstrates composure and engagement with this dynamic and fast paced community.
Governance Support – Provide administrative support for Meetings Governance bodies in the form of creating background materials for committee meetings, maintain/create Committee rosters, preparing on-site presentations for meetings, assist with on-site logistics, take minutes during meetings and track action items. Manage committee orientation materials.
Schedule internal and external meetings (calls, conference calls and videoconferences) and in-person meetings, including reminders and updating relevant materials. Track specific updates for reporting, prepare quarterly reports, and track action items.
Document management through the use of various document management systems as in SharePoint, etc.
Communications – Support Chief and Sr. Director by drafting correspondence and other materials.
Make travel arrangements and process and track expense reports and corporate card expenses.
Maintain Chief’s calendar and assists with organizing meetings, including requesting conference rooms, AV needs, and attendance status.
Create project management spreadsheets as needed.
Maintain filing system by creating new folders and filing documents as requested.
Assist department with office management, ordering supplies, coordinate departmental activities and other duties to ensure a smooth departmental operation.
Understanding elements of working in an international environment (i.e. time zones).
Four year college degree
Experience 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
OSA offers a competitive salary and benefits. Please send your resume and cover letter with salary requirements to email@example.com.
About The Optical Society
Founded in 1916, The Optical Society (OSA) is the leading professional association in optics and photonics, home to accomplished science, engineering, and business leaders from all over the world. Through world-renowned publications, meetings, and membership programs, OSA provides quality information and inspiring interactions that power achievements in the science of light.
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