Meetings Specialist
KENTUCKY SOCIETY OF ASSOCIATION EXECUTIVES INC, Austin, TX, United States
The Meetings Specialist plays a key role in planning and executing assigned meetings and programs, serving as a primary partner to the Logistics Team throughout all phases of event delivery. This position manages the planning and implementation of Short Courses, Special Events, and Show Floor Programming for Optica’s largest conferences, ensuring high-quality attendee experiences and alignment with organizational goals.
The Specialist independently manages assigned program components, develops and maintains project timelines and budgets, coordinates with internal stakeholders and volunteer leaders, and provides on-site leadership to ensure successful execution. This role may also support additional conferences or initiatives outside the standard event rotation, as assigned.
RESPONSIBILITIES
Short Courses
Serves as the primary lead for the Short Course program at OFC, Optica’s flagship event, consisting of approximately 45–50 courses delivered over two days prior to the conference.
Responsibilities include:
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
Show Floor Programming
Serves as the primary lead for Show Floor Programming at OFC and Quantum 2.0, including multiple presentation theaters and industry-focused panel discussions.
Responsibilities include:
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
Special Events
Serves as primary lead for planning special events at OFC, Quantum 2.0 and FiO and LS, including receptions, workshops, lab tours, banquets and other networking functions.
Responsibilities include:
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
Conference Logistics and Project Support
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
Website and Mobile App Maintenance
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
EDUCATION AND EXPERIENCE
Bachelor’s degree required
Minimum of
2–4 years
of meeting or event planning experience required
Association or nonprofit experience preferred
SKILLS AND ABILITIES
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.
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The Specialist independently manages assigned program components, develops and maintains project timelines and budgets, coordinates with internal stakeholders and volunteer leaders, and provides on-site leadership to ensure successful execution. This role may also support additional conferences or initiatives outside the standard event rotation, as assigned.
RESPONSIBILITIES
Short Courses
Serves as the primary lead for the Short Course program at OFC, Optica’s flagship event, consisting of approximately 45–50 courses delivered over two days prior to the conference.
Responsibilities include:
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
Show Floor Programming
Serves as the primary lead for Show Floor Programming at OFC and Quantum 2.0, including multiple presentation theaters and industry-focused panel discussions.
Responsibilities include:
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
Special Events
Serves as primary lead for planning special events at OFC, Quantum 2.0 and FiO and LS, including receptions, workshops, lab tours, banquets and other networking functions.
Responsibilities include:
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
Conference Logistics and Project Support
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
Website and Mobile App Maintenance
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
EDUCATION AND EXPERIENCE
Bachelor’s degree required
Minimum of
2–4 years
of meeting or event planning experience required
Association or nonprofit experience preferred
SKILLS AND ABILITIES
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.
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