Conventions & Meetings Intern

Location
Washington D.C.
Posted
Mar 31, 2017
Closes
May 05, 2017
Hours
Part Time

The Optical Society a prestigious non-profit, scientific professional society in Dupont Circle is seeking a college-level intern for their Conventions & Meetings Department. This position will assist the OSA Meetings Department staff with the Society’s meeting(s) preparation and execution.

Tasks and Responsibilities

Communications

  • Assists with drafting and distributing housing emails to authors and attendees not in hotel block.
  • Proofs attendee communications such as the What to Know Before You Go messages.

Event Marketing & Promotion

  • Drafts copy for meeting websites and microsites.
  • Assists with developing slides for session walk-in/out presentations.

General Logistics Support

  • Provides general assistance for on-site pre-con meetings.
  • Assist in the preparation of poster session logistics – numbers, pins, etc.
  • Creates content capture log for tracking session recording on-site.
  • Produce session count sheets.
  • Prepares pre-con staff packets according to Meetings Team’s requirements.
  • Assists in production of award certificates.
  • Produces signage inserts.
  • Proofs meeting signage. 
  • Coordinates packing and shipping of conference materials.
  • Creates and distributes shipping labels.

Housing

  • Works with Meetings Team to maintain staff housing list.
  • Coordinates with Meetings Team to create VIP housing list.

Registration

  • Assists Registration Manager with all general registration processes as needed/assigned.
  • Assists in the content development of registration confirmation letters.
  • Coordinates the issuing visa letter to include collecting contact information, creating form letters and mailing or faxing.
  • Supports registration manager in maintaining inventory of registration meeting supplies.
  • Assists in assembling attendee materials, e.g. producing badges and any associated info cards and organizing registration materials for on-site distribution.
  • Trains and understands the organization’s registration system.
  • Provides backup with key registration tasks such as responding to event inquiries, testing of registration sites.

Vendor Management

  • Assists with preparing RFPs.
  • Compiles incoming proposals for review.
  • Assist in finalizing arrangements with various meeting vendors (decorator, audiovisual, hotel, supplies).

 

Other Job Functions

  • Performs various administrative duties including but not limited to:  Preparation of, proofing and editing correspondence; coordinating mailings; responding to routine questions and requests for information.
  • Special projects as assigned.
  • May assist in on-site execution of local events.

Requirements

  • Experience with Microsoft Office 2010.
  • High degree of professionalism.
  • Strong organizing skills.
  • High level of attention to detail and seeing projects through to their completion.
  • Ability to prioritize and handle a variety of projects simultaneously.
  • Ability to work effectively both individually and in a team.
  • Good research and writing skills.
  • Excellent verbal communication skills.
  • Ability to learn new technologies and processes quickly.

Summer 2017, part-time (15 -20 hours per week). Stipend/hourly rate of $15.00 per hour. Please send cover letter and resume to resumes@osa.org.