• Serve as the primary liaison to the General Chairs, organizers of the short course program
• Develop and manage program timelines, schedules, and logistics for all courses
• Oversee budget planning, expense tracking, and instructor payments
• Manage the course submission, review, and confirmation process
• Coordinate instructor communications, agreements, and program requirements
• Maintain accurate and up-to-date program information across web, marketing, and onsite materials
• Lead pre-conference planning and on-site execution of the Short Course program
• Evaluate program outcomes and recommend process improvements
• Maintain and update standard operating procedures (SOPs)
• Provide oversight and support for Short Course offerings at additional Optica events

• Partner with organizers and committee members to plan and deliver engaging show floor programming
• Develop and manage timelines for proposal submission, review, confirmation, and scheduling
• Administer the Call for Proposals process and coordinate communications with session organizers and speakers
• Create and manage theater schedules and program logistics
• Ensure program information is accurately reflected in conference materials and digital platforms
• Oversee on-site logistics, including presenter coordination and session readiness

• Identify and secure appropriate venues and service providers
• Develop and manage event budgets and timelines
• Coordinate catering, entertainment, transportation, and other event services
• Manage registration or RSVP processes and attendee communications
• Lead on-site execution and ensure a seamless participant experience
• Evaluate event outcomes and identify opportunities for improvement

• Provide primary logistical support for assigned conferences, including OFC, Quantum 2.0, and FiO LS
• Develop and manage signage plans and coordinate production and delivery
• Identify and coordinate local vendors and service providers, as needed
• Support fulfillment of vendor contract specifications and service deliverables
• Serve as a key point of coordination among internal teams, facilities, vendors, and volunteer leaders
• Monitor project timelines and ensure completion of assigned deliverables
• Provide on-site leadership and support, including coordination of room sets, audiovisual needs, catering, and VIP logistics
• Support efforts to achieve organizational goals related to attendee experience, inclusion, and program quality
• Assist in evaluating program effectiveness and documenting recommendations for future meetings
• Perform additional projects and responsibilities as assigned

• Maintain and update conference web pages related to special events, housing, and travel information
• Assist with development, testing, and deployment of the meeting mobile app
• Ensure timely and accurate updates to digital platforms throughout the event lifecycle

• Bachelor’s degree required
• Minimum of 2–4 years of meeting or event planning experience required
• Association or nonprofit experience preferred

• Demonstrated ability to manage multiple projects and deadlines in a fast-paced environment
• Strong organizational, communication, and problem-solving skills
• Ability to work independently while collaborating effectively across teams
• Strong attention to detail and commitment to delivering high-quality event experiences
• Ability to travel approximately 30%
• Proficiency in Microsoft Office and event management or database systems
• Excellent customer service and stakeholder management skills

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