Meetings Coordindator

Optica•Washington, DC

10d•$52,500 - $57,750

About The Position

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.

Requirements

Bachelor’s degree required
Proficiency in Microsoft Office and database or event management systems
Strong customer service orientation

Nice To Haves

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
Strong organizational and time-management skills
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%

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
Coordinates logistical planning and execution for assigned special events at conferences, including receptions, workshops, lab tours, banquets, and networking functions.
Assist with sourcing venues and service providers
Support development and tracking of event budgets and timelines
Coordinate catering, transportation, and other event services as directed
Manage registration or RSVP processes and attendee communications
Provide on-site coordination to support successful event execution
Track attendance and assist with post-event documentation
Oversee OFC exhibitor meeting room assignments, managing the process from contract through on-site execution.
Partner with Sales and Logistics teams to assign exhibitor meeting rooms based on requirements and availability
Coordinate with venues and vendors to ensure all meeting room information, setup details and requirements are received and communicated accurately
Serve as the primary point of contact for exhibitors regarding meeting room questions and support before, during and after the event
Maintain meeting room schedules, tracking documents and related communications
Provide on-site support to ensure smooth meeting room operations and resolve issues as needed
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