The Optical Society (OSA) is recruiting for a Meetings Administrative Assistant. The Administrative Assistant provides administrative support to the Sr. Director of Meetings and Exhibits Operations and the Operations Team.
Administrative Support for Sr. Director:
Maintains calendars and assists with organizing meetings, including requesting conference rooms, AV needs, creating and distributing agendas and attendance status.
Provides support for Committee meetings by creating presentations, including background information supplied from other staff and power point slides, tent cards, agenda and logistics.
Completes expense reports in a timely fashion.
Maintains filing system by creating new folders and filing all documents and e-documents as requested.
Coordinates the contract review process, ensuring the steps are followed before contracts are sent for signature.
Assists with conference, congress and topical meeting preparations by organizing documents in file folders, editing presentations, printing files and sending shipments.
Supports with other ongoing organization and implementation of administrative duties and tasks as requested.
Creates initial draft of budget spreadsheets and variances for Meetings Operations Team during all budget rounds. Sends to stakeholders on behalf of Sr. Director.
Other support function for Sr. Director and department’s senior team, as needed/assigned.
Administrative support for the Operations Team:
Maintains inventory of meeting supplies, including re-ordering when necessary, and suggesting improvements (including insert/generic signage and registration supplies) to exiting processes.
Assists with badge preparation for meetings.
Assists with shipping to OSA meetings.
Maintains and updates Dept. SOPs through consultation with Sr. Director and team.
Codes and submits invoices into e-invoice system and routes appropriately.
Other support functions for Operations Team as needed/assigned.
EDUCATION AND EXPERIENCE:
4-year degree preferred
2-4 years’ work 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.
Software: Kentico (or other CMS program), HTML and Microsoft Office Suite (Excel, PowerPoint, Outlook, and Word).
Ability to quickly learn databases (NetForum, Expocad, CRM systems) preferred.
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.
About The Optical Society
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 more than 90 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.