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Senior Meetings Manager

Optica is looking for a Senior Meetings Manager.

The Senior Meetings Manager develops the Project Plan and manages the team’s performance of project tasks, coordinates and executes logistics, programming and volunteer management aspects of all assigned meetings, both citywide and self-contained. They are responsible for communication, including status reporting, risk management, escalation of issues, and, in general, making sure the project is delivered on budget, on schedule and within scope while maintaining a co-operative, motivated and successful team environment cross-departmentally.  They will provide onsite supervision of staff and vendors.

Primary Responsibilities

  1. Project Management
    1. Serves as primary contact with senior management, internal stakeholders, facility, vendors and committee members
    2. Serves as on-site staff lead to ensure event is executed appropriately, troubleshoot issues, manage staff/vendors, maintain budget adherence and act as primary emergency/crisis contact
    3. Serves as primary organizer for all virtual and in-person event functions, with Meeting Operations, Exhibit Sales/Sponsorships, Exhibit Operations, Registration, Marketing, Technical Programs, Outreach/Diversity, Foundation and Science Advisor teams
    4. Communicates dates, FAQs and key deadline changes to internal stakeholders Facilitates regular team meetings and communicates team decisions, action items, and interim and final reporting
    5. Ensures website reflects key messages of the meeting and monitors to ensure accuracy
    6. Identifies conference staffing needs and schedule and solicits volunteer assistance
    7. Evaluates effectiveness of programs and communicates improvement opportunities for next meeting
    8. Works with leadership to ensure long-term viability and health of the event(s) as part of the overall portfolio

 

  1. Committee Education and Program Development
    1. Reviews past meetings’ wrap-up notes, event statistics and evaluations to determine program improvements
    2. Reviews meeting outline and prior meeting programs to determine general flow (both in-person and virtual), parallel sessions, special events and meeting culture
    3. Highlights committee feedback on hot topics, scope, and committee suggestions
    4. Confirms meeting topics, scopes and categories with Chairs
    5. Works with committee to develop slot allocation and determine joint Congress activities, both in-person and virtual
    6. For Congresses and Topical Meetings, manages correspondence with plenary speakers

 

  1. Budget Management
    1. Effectively plans and develops accurate budgets
    2. Coordinates with Registration Team to provide timely and consistent reporting on registration revenue pre-event, onsite and post-event
    3. Provides interim budget updates and variance statement reports
    4. Works with Finance to ensure final budget and billing reconciliation

 

  1. Vendor/Site Selection
    1. Analyzes proposals, issues recommendations to supervisor for vendor selection, and negotiates terms
    2. Serves as liaison with vendors and venues and manages their performance and delivery of services/products, along with the Exhibits Director when appropriate
    3. Conducts site selection visits and planning trips
    4. Negotiates convention center contracts, including rates and space, for appropriate meetings

 

  1. Meeting Logistics
    1. Manages execution of plenary/general session(s)
    2. Oversees development of signage plan and production
    3. Oversees development and implementation of freight shipments to meetings
    4. Manages VIP and speaker rooming lists and concession usage

 

  1. Collaborates with other Senior Meeting Managers and departmental senior staff to effectively manage department resources

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
  • Ability to meet multiple deadlines, coordinate details, and work independently
  • Ability to travel, approximately 20%
  • Proficiency in Microsoft Office software and database applications
  • Excellent customer service skills
  • Excellent project management skills

About Optica

Located in the Dupont Circle neighborhood of Washington, DC, Optica offers a competitive salary and benefits. Please send your resume and cover letter with salary requirements to resumes@optica.org.

Optica is an equal employment opportunity employer and will not discriminate against any employee or applicant on the basis of race, color, age, sex, national origin, disability, religion, maritial status, veteran's status, personal appearance, politicial affiliation, sexual orientation, family responsibilities, matriculation, or any other basis prohibited by law.

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