Administrative, Clerical, Support, Other, Project Management/Program Development
4 Year Degree
The Optical Society (OSA) seeks a seasoned Director, Executive Office and Special Programs. The Executive Office is a connector between all departments and programs in the organization. As primary interface between the CEO and stakeholders, the office sets an example for the level of service we provide to customers, members and volunteers.
The Executive Office team also works directly with the Board of Directors, past officers and community influencers to explore new ways to serve the optics and photonics community through programs and initiatives. These ideas can result in Rapid Action Committees, standard operating procedure and new projects with their own budgets and annual goals.
THIS JOB IS NOT:
This is not a traditional Executive Office position that oversees society governance; OSA’s Senior Director of Governance manages those responsibilities. This is not an Executive Assistant position. The candidate should be comfortable managing the priorities of the Executive Assistant to the CEO without doing the work.
THIS JOB IS:
This job is for someone confident with project management and creative problem solving. No day is ever the same in this role. Exciting new projects appear regularly and refresh your portfolio. A person in this role interfaces with stakeholders and staff across the organization. Through piloting new programs, working with the CEO on strategies, it is an excellent way to discover new skills and hone experience with leadership and negotiation. Some days are challenging, and a good sense of humor is needed.
Manage processes and solutions for special programs and strategic initiatives (50%)
One reason is that there is often a need to develop new programs and initiatives to take advantage of time-sensitive opportunities or confront critical challenges. The ideal candidate should feel confident in his or her ability to research fresh and innovative solutions as well as tap into relationships with internal and external resources to find the best path forward when these new projects appear.
Oversees Executive Office (50%)
Collaborate with the CEO and Executive Assistant to coordinate, review and troubleshoot challenges with the CEO’s calendar and daily and long-term objectives and action items.
Build trust with and provide high quality service to internal and external stakeholders.
Partner with the Communications Department to create presentations for the CEO and ensure that all visuals and messaging, whether on stationary or in presentations, fit with both OSA’s brand and reflect the distinction of the Executive Office.
Support the budget process for of all non C-level direct reports to the CEO and coordinate review of the CEO’s finance-related deliverables with the annual finance calendar.
EDUCATION AND EXPERIENCE:
Bachelor's degree required; a Master’s degree a plus
Seven years’ professional work experience in progressively more responsible roles
Experience working with a volunteer, governance-driven organization (i.e., professional & individual membership); with a scientific organization a plus
Experience supporting C-level staff preferred
SKILLS AND ABILITIES:
Effective management/supervisory skills
Innovative and resourceful problem-solving ability, focus, and initiative
Strong analytical skills, with the ability to synthesize large amounts of data and information and draw appropriate conclusions
Excellent planning and project management skills, with a keen attention to detail and efficiency
Proven ability to analyze, prioritize, and execute complex tasks under deadline, and dedicate extra effort when necessary to complete assignments and achieve desired results
Excellent communication skills, oral and written
Strong organizational and time management skills
Initiative and flexibility: ability to adapt to a rapidly changing situation/fast paced environment and manage it
Strong interpersonal skills, including diplomacy without clear lines of authority, and ability to establish and maintain collaborative working relationships with volunteers, members, customers, colleagues, and staff
Sensitivity to confidentiality; integrity; trustworthiness
Good judgment, emotional intelligence, maturity
Experience and proficiency with video conferencing and other tools for hosting virtual conference calls and committee meetings.
Solid computer skills (PowerPoint, Excel, Microsoft Word, Outlook)
Understanding of virtual conferencing (preferably Zoom)
Ability to travel domestically and internationally
Experience with international travel and optimizing cost-saving/varied travel solutions.
Located in the Dupont Circle neighborhood of Washington, DC, OSA offers a competitive salary and excellent benefits. Please send cover letter and resume with salary requirements to firstname.lastname@example.org.
About The Optical Society
The Optical Society’s (OSA) mission is to promote the generation, application and archiving of knowledge in optics and photonics and to disseminate this knowledge worldwide. The purposes of the Society are scientific, technical and educational. OSA’s commitment to excellence and long-term learning is the driving force behind all its initiatives.
Since 1916, OSA has been the world’s leading champion for optics and photonics, uniting and educating scientists, engineers, educators, technicians and business leaders worldwide to foster and promote technical and professional development. Through publications, events and services, the Optical Society is helping to advance the science of light by addressing the ongoing need for shared knowledge and innovation.
OSA was founded more than 90 years ago as The Optical Society of America and has evolved into a global enterprise serving a worldwide constituency. In recognition of its global reach and focus, since 2008 the Society has been known as OSA - The Optical Society.