Meetings Coordindator in Washington, District of Columbia at Optica

The Meetings Coordinator provides essential logistical and administrative support for assigned meetings and programs, assisting the Meetings team throughout all phases of event planning and execution. This role is responsible for coordinating shipping, maintaining event materials and inventories, supporting special events and conference logistics, and ensuring timely completion of assigned tasks and deliverables.

The Coordinator works closely with meeting managers, vendors, and internal teams to support successful event operations while maintaining accurate records, timelines, and communication. This position serves as a key operational resource, providing on-site support to ensure a smooth, organized conference experience.

RESPONSIBILITIES:

• Provide logistical support for assigned conferences and programs
• Assist with the development and implementation of signage plans and coordinate production and delivery
• Coordinate local vendors and service providers, as directed
• Support fulfillment of vendor contract specifications and service deliverables
• Maintain project timelines and track completion of assigned tasks
• Provide on-site support, including coordination of room sets, audiovisual needs, catering, and registration materials
• Assist with maintaining records and documentation related to event operations
• Support team efforts to ensure a positive attendee experience
• Perform additional projects and responsibilities as assigned

Special Events

Coordinates logistical planning and execution for assigned special events at conferences, including receptions, workshops, lab tours, banquets, and networking functions.

Responsibilities include:

OFC Exhibitor Meeting Room Coordination

Oversee OFC exhibitor meeting room assignments, managing the process from contract through on-site execution.

Responsibilities include:

Shipping and Materials Management
Serves as the primary coordinator for shipping and inventory management for all department events.

Responsibilities include:

• Coordinate shipment of conference materials to and from event locations
• Prepare shipping labels and establish shipment timelines and deadlines
• Serve as the primary point of contact with shipping vendors
• Track shipments and confirm delivery to event locations
• Coordinate return shipments following events
• Maintain shipping inventories and ensure meeting materials remain organized and accounted for
• Identify event-related technology or equipment needs and coordinate orders with appropriate teams
• Maintain and update shipping procedures and documentation (SOPs)

• Update and maintain conference web pages related to special events, housing and travel information
• Assist with the development, testing and deployment of the meeting mobile app
• Ensure timely and accurate updates to digital platforms as directed

• Maintain and update contact lists for local vendors, venues, and service providers
• Confirm and document negotiated corporate rates with local hotels, as directed
• Track and maintain records related to hotel reward programs and travel discount partners
• Collect and update meeting-related discount codes and vendor information
• Maintain organized records and reports for internal use

EDUCATION AND EXPERIENCE

• 1–2 years of meeting, event, or administrative coordination experience preferred
• Internship or volunteer experience supporting events or working with committees is beneficial
• Association or nonprofit experience preferred

SKILLS AND ABILITIES

• Attention to detail and ability to manage multiple tasks simultaneously
• Clear written and verbal communication skills
• Ability to follow established processes and maintain accurate records
• Ability to work both independently and as part of a team
• Ability to travel approximately 25%
• Proficiency in Microsoft Office and database or event management systems
• Strong customer service orientation