Senior Meeting Manager

The Sr. Meeting Manager is a key member of Optica's Meetings team, ultimately responsible for the innovation, planning, and execution of Optica's FiO + LS Conference, VIP Leadership Conference and other assigned self-contained meetings serving 300 to 1,100 attendees. The Sr. Additionally, this role is responsible for creating and managing annual planning budgets. The Sr. RESPONSIBILITIES (not in priority order) : • Project Management for Assigned Meetings • Serves as primary contact with senior management, internal stakeholders, facility, vendors and committee members • Serves as on-site staff lead to ensure event is executed appropriately, troubleshoot issues, manage staff/vendors, maintain budget adherence and act as primary emergency/crisis contact • Serves as primary organizer for all event functions, with Meeting Operations, Exhibit Sales/Sponsorships, Exhibit Operations, Registration, Marketing, Technical Programs, Outreach/Diversity, Foundation and Science Advisor teams • Facilitates regular team meetings and communicates team decisions, action items, and interim and final reporting (accurate, thorough, meaningful) • Develops and maintains detailed project plan • Works with leadership to ensure long-term viability and health of the event(s) as part of the overall portfolio • Budget Management for Assigned Meetings • Effectively plans and develops accurate budgets • Works to ensure expenses remain within budget limits and revenue goals are met • Coordinates with Registration Team to provide timely and consistent reporting on registration revenue pre-event, onsite and post-event • Reconciles event bills and vendor invoices • Provides interim budget updates and variance statement reports • Vendor/Site Selection for Assigned Meetings • Analyzes proposals, issues recommendations to supervisor for vendor selection, and negotiates terms • Serves as liaison with vendors and venues and manages their performance and delivery of services/products, with the Exhibits Director when appropriate • Ensures successful fulfillment of contract specifications • Reviews hotel/venue terms during negotiation process • Conducts site selection visits and planning trips, when appropriate • Meeting Logistics for Assigned Meetings • Manages execution of plenary/general session(s) • Manages VIP and speaker rooming lists and concession usage • Approves specs and signs off on BEOs • Be onsite during events in support of overall event management (registration desk, speaker support, hotel/venue management, shipping, production support, etc.)