Administrative, Clerical, Support, Other, Project Management/Program Development
4 Year Degree
The Optical Society seeks a seasoned Director, Executive Office. The ideal applicant excels at project management and problem solving. The Director will work with the CEO and Executive Assistant to field opportunities and challenges on a day-to-day basis, in spite of the ever-changing nature of the OSA Executive Office. An applicant should feel confident about his or her skills in project management, communication and negotiation. The Director diplomatically interfaces with all levels of the organization. Tasks range from administrative, such as supporting the Executive Assistant with scheduling and office management, to strategic, such as preparing the CEO to manage high-profile, and often confidential, issues within the organization. The keys to success are 1) the ability build trust with the CEO, VIP/Board members, the ExecTeam, and other colleagues at OSA, 2) developing a strong understanding of the organization, 3) a proactive approach to a schedule that changes often, 4) a balance between respect for existing processes and offering creative solutions, and 5) the ability to work to achieve deliverables.
Manage the CEO’s Schedule & Priorities: Partner with the CEO and manage Executive Assistant to coordinate and review the CEO’s calendar and daily objectives. Develop proposals and strategies around CEO’s plans and deliverables. Support the Executive Assistant to schedule meetings, appointments, conference calls, travel arrangements, etc. Manage the schedule for Executive Team meetings and synthesize organization-wide calendars and priorities into the CEO’s calendar. Track action items for the CEO and ensure that timely responses are provided. Lead the effort to prepare materials for all of the CEO engagements, both internal and external.
Executive Office Oversight: Oversee an efficient and functioning Executive Office that achieves high quality service for internal and external stakeholders. Offer seasoned judgement to direct the CEO’s time effectively. Develop trust with VIP/Board members, ExecTeam and staff, along with the extended science and engineering community and communicate with these stakeholders appropriately. Plan celebrations for VIP’s and staff around personal milestones and office comradery as requested.
Organization Key Results & Budget Review: Develop an understanding for OSA’s 1) budget and financial calendar, 2) annual performance review process, known as “Key Results,” and other SPC related documents, and 3) budget and program goals for projects overseen by the CEO’s non-Executive Team direct reports within the Executive Office; this includes the Senior Director, Governance & Volunteer Relations, Senior Director, Government Relations and Manager, Executive Office. Work with the CEO, COO and Finance Department to coordinate the review and obtain CEO’s signoff of the ExecOffice and organization-wide budget. Help to coordinate the ExecOffice and organization wide Key Results process. Support the non-Executive Team direct reports within the Executive Office with their budget detail and narrative and 2) reports on annual progress connected to Key Results.
Project Management: Manage special projects/initiatives as requested working collaboratively across OSA to complete them. These projects will vary in nature and require both long-term, well thought-out processes, as well as flexibility to adjust to changes in priorities and timelines. Establish policies and procedures; ensure the development of operational guidelines as needed.
Communications: Work closely with the Communications team so the talking points, speeches and presentations for the CEO are complete and timely. Draft emails and strategic messages for the CEO as requested. Communicate on behalf of the CEO using careful judgement.
Research: Conducts research on issues assigned by the CEO and synthesizes findings into presentations, discussion points, or recommendations. Prioritize and follows up on issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
Organization: Keep the CEO organized. Prepare and review documents as necessary before presenting them to the CEO, including speeches, presentations, contracts and expense reports, and ensuring they have a clear cover/executive summary and priority level. Oversee the print and digital filing system for the Executive Office.
Maintain the visibility of the CEO and Executive Office: Ensure that all visuals and messaging, whether on stationary or in presentations, fit with OSA’s brand and reflect the distinction of the Executive Office. This includes using good judgment to select and edit images, taking time to learn the CEO’s voice and preferences for messaging, and following OSA’s brand guidelines. Ensure that priority for any printed or in-person visibility is offered to the President and CEO before others are asked.
Support Volunteer Engagement: Develop creative ways to thank OSA’s volunteers, including managing the distribution for the annual holiday card process.
EDUCATION AND EXPERIENCE:
Bachelor's degree required; 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); a plus if with a scientific organization
Extensive project management and supervisory experience
Experience with a fast-paced office environment and regularly shifting priorities
Strong track record of high integrity, good judgment, confidentiality, and discretion
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 ability to dedicate extra effort when necessary to complete assignments and achieve desired results
Excellent oral and written communication skills
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, and trustworthiness
Good judgment, emotional intelligence, and maturity
Experience and proficiency with video conferencing (preferably Zoom) and other tools for hosting virtual conference calls and committee meetings.
Solid computer skills (PowerPoint, Excel, Microsoft Word, Outlook)
Ability to travel domestically and internationally
Experience with booking 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.