Optica is recruiting for an Exhibitor Services Coordinator. The Exhibitor Services Coordinator is responsible for resolving customer requests as well as meeting customer satisfaction and continuous service delivery demands. This position will assist the Director, Exhibit Operations & Services in the production of three annual Conferences, several Congresses and Topical Meetings and requires the ability to organize projects simultaneously and keep on schedule and budget. The Coordinator will work in a dynamic, fast-paced environment which provides services via phone/videoconference, through e-mail, and in person.
Acts as exhibitors’ initial point of contact for all “after the sale” questions, including but not limited to booth design, the online Exhibitor Service Manual, housing & registration, newsletters, certificates of insurance and visa application support.
Ensures concerns are addressed appropriately, quickly and completely.
Updates the Exhibitor Service Center web pages for all conferences and congresses.
Assists the Director, Exhibit Operations & Services, the exhibit sales team, and senior meeting managers with the floor plan development for all conferences and congresses.
Assists in determining promotional schedules, creating and distributing information (including but not limited to periodic exhibitor newsletters), and monitoring responses for exhibit-related activities.
Manages the collection and production of exhibitor-related information for the Buyers’ Guides for conferences and congresses.
Helps develop constructive ways to address challenges and creatively solve exhibitor issues, thinking outside the box while keeping in mind existing realities and limitations (budget constraints, staff support, vendor involvement, etc.).
Exhibitor Registration Support:
Congresses/Topicals and FiO
Ensures accurate and proper design of the Exhibitor paper and pdf registration forms.
Processes incoming registrations in registration software (Cvent), sends registration confirmations and exhibitor communication in a timely manner.
Serves as primary contact to Optica customer service team, sales, or other internal clients for exhibitor registration related questions and issues.
OFC and CLEO
Supports the Director, Exhibit Operations & Services in all aspects of Exhibitor Registration Services to include, but not limited to:
Registration sites testing
Look-up in registration software (CompuSystems) if exhibitors have registered and be able to report to internal stakeholders on this subject.
Answers incoming questions about registration and processes from exhibitors and assists with solutions.
Works with Director, Exhibit Operations & Services to promote interaction of exhibit team staff members to streamline procedures, set policies, and maximize efficiencies.
Assists Exhibit Operations Coordinator as needed/assigned.
Assists Registration Manager with all general registration processes as needed/assigned.
Stays current with industry trends and makes recommendations for changes and enhancements to operational processes related to exhibitor services.
Special projects as assigned.
Dependability & Time Management
Accuracy & Quality
Minimum 2-3 years of professional experience in operations, events management, development or related work.
Proficiency with CRM software.
Proficiency with Registration software.
Experience with ExpoCAD or other exhibition management programs.
Experience with an association management software system.
Familiarity with web content management software.
Exceptional writing and proofreading abilities.
Proven time management skills.
Excellent Microsoft Office Suite skills, including Adobe Acrobat, Microsoft Word and Excel spreadsheet management.
Must be very detail-oriented with excellent organizational skills, and must be able to multi-task, meet tight deadlines, and maintain composure under pressure in a fast-paced environment.
Exceptional interpersonal skills and able to work well with individuals of all levels, cultural and educational backgrounds.
Skilled in following up with customers, being professional and solution-oriented.
Ability to travel up to 10% annually.
Located in the Dupont Circle neighborhood of Washington, DC, Optica, formerly OSA, offers a competitive salary and excellent benefits. Send resume, cover letter, and salary requirements via email to email@example.com. All employees are required to be fully vaccinated.
Optica (formerly OSA) is dedicated to promoting the generation, application, archiving, and dissemination of knowledge in optics and photonics worldwide. Founded in 1916, it is the leading organization for scientists, engineers, business professionals, students, and others interested in the science of light. Optica’s renowned publications, meetings, online resources, and in-person activities fuel discoveries, shape real-life applications and accelerate scientific, technical, and educational achievement.