Meetings Specialist

TL;DR

Meetings Specialist (Events): Planning and executing short courses, special events, and show floor programming for hirify.global’s major conferences with an accent on logistics, budgets, timelines, and stakeholder coordination. Focus on managing on-site execution, vendor services, and ensuring high-quality attendee experiences under tight deadlines.

Location: On-site in Washington, DC, United States. Ability to travel approximately 30%.

Salary: $60,000 - $65,000 yearly

Company

hirify.global is a leading professional society for optics and photonics, organizing flagship conferences like OFC, Quantum 2.0, and FiO+LS.

What you will do

• Lead Short Course program at OFC, managing timelines, budgets, instructor coordination, and on-site execution.
• Manage Show Floor Programming at OFC and Quantum 2.0, handling proposals, schedules, and presenter logistics.
• Plan Special Events including receptions, workshops, and networking functions, securing venues and services.
• Provide logistical support for conferences, coordinating signage, vendors, audiovisual, and VIP needs.
• Maintain conference websites, mobile apps, and digital platforms with accurate event information.
• Evaluate program outcomes, update SOPs, and recommend improvements.

Requirements

• Bachelor’s degree required
• Minimum 2–4 years of meeting or event planning experience required
• Demonstrated ability to manage multiple projects and deadlines in fast-paced environment
• Strong organizational, communication, problem-solving, and customer service skills
• Proficiency in Microsoft Office and event management systems
• Ability to travel approximately 30%

Culture & Benefits

• Work in a collaborative environment supporting organizational goals for attendee experience and inclusion.
• Equal employment opportunity employer.