General Staff Jobs

Are you an organizational wizard looking to make a mark in a dynamic and innovative environment? Our client, the #1 independent critical power service provider in the State of Florida, is seeking a dedicated Executive Assistant to support our CEO in driving success and efficiency.

About our Client:

They keep the most crucial businesses and facilities in our country online at all times. They are the go-to critical power service provider, ensuring uninterrupted operations for high-profile clients in Data centers, Healthcare, Public Sector, Entertainment, Fortune 500 companies, Broadcasting, and several other industries. Working with decision-makers across these industries, professionalism is of the utmost importance in our line of work.

Position: Executive Assistant to the CEO

Location: Doral/Miami area

Work Schedule: Monday to Friday, in-office, starting at 8:00 AM

Responsibilities:

• Executive Support: Provide high-level administrative support to the CEO, including managing schedules, organizing meetings, and handling correspondence.
• Office Coordination: Maintain an efficient office environment, managing office supplies, coordinating with vendors, and overseeing day-to-day operations.
• Calendar Management: Handle complex calendars, ensuring accuracy, timeliness, and alignment with business priorities.
• Travel Arrangements: Coordinate travel itineraries, accommodations, and logistics for the CEO’s business trips.
• Meeting Preparation: Prepare agendas, take minutes, and ensure smooth execution of meetings and conferences.
• Communications: Act as a liaison between the CEO and internal/external stakeholders, demonstrating professionalism and confidentiality in all interactions.
• Documentation and Filing: Maintain organized records and documentation systems, ensuring easy access to information when needed.
• Quote Preparation Assistance: Assist in preparing quotes by gathering necessary information and aiding in the compilation and organization of data.
• Fast Typing Skills: Ability to type quickly and accurately to handle various administrative tasks efficiently.

Requirements:

• Proven experience as an executive assistant or in a similar role.
• Exceptional organizational skills with acute attention to detail.
• Proficient in office management software (e.g., MS Office suite).
• Excellent communication and interpersonal abilities.
• Ability to handle sensitive information with confidentiality and discretion.
• Strong multitasking and time-management skills.
• Reside within a 15-20 minute commute of the Doral/Miami area.
• Fast typing skills with high accuracy.

Naztec International Group

Since 1934, the Minnesota Spokesman-Recorder (MSR) has established itself as a trusted voice for the diverse Black communities of Minnesota—championing voices and stories that might otherwise go unheard. The MSR’s mission is to provide timely news and information focused on community empowerment and education while championing underrepresented voices. Our stories center the voices of African Americans in Minnesota, as well as shine a light on issues of inequality and inequity. These stories not only inform, but also inspire, educate, and encourage conversations that go beyond today’s news headlines.

Executive Assistant

We are looking for an experienced Executive Assistant to support the CEO and  Director of Operations. The ideal candidate is someone who can think ahead and be the gatekeeper for the CEO; coordinate and manage executive scheduling, prepare and organize important strategic materials for planning and meetings, events, and projects. The ideal candidate will have exemplary time management skills, the ability to identify and anticipate the CEO’s needs, and display professional demeanor across a broad range of individuals. Self-motivated, detail-oriented, excellent problem-solving abilities, passionate about delivering results on-time, exceeding expectations, and strives for success. Discretion is required as you will be exposed to complex duties and sensitive information.

Must Haves

• Excellent communication and coordination skills
• An analytical mindset with the ability to develop strategies for improvement 
• Proactive problem-solving skills with keen attention to detail
• Relies on experience and judgment to plan and accomplish goals
• At least 3-years’ experience supporting management and/or an executive level 

Responsibilities 

• Executive Support
• Scheduling management
• Draft, review, and send communications 
• Maintain various records and document 
• Organize and prepare all meeting logistics 
• Screen calls by gathering relevant information
• Manage front desk functions as they relate to phone calls, visitors, mail/packages
• Point person for office equipment research, ordering, maintenance
• Perform a variety of tasks such as providing key support for managing agendas, coordinating services with customers, resolving customer issues
• Manage calendars 
• Monthly Event Support
• Coordinating logistics 
• Manage mailing list
• Solicit panelist and entertainment participation
• Attend and support the event (1st Saturday of each month)
• Perform other related duties as assigned

Requirements

• Proven experience as an administrative assistant or support role
• Excellent communication skills
• Time management is a must 
• Strong organizational Skills
• Ability to prioritize and multi-task seamlessly with a strong attention to detail
• Interpersonal skills
• Knowledge of policies and procedures
• Proficient in Microsoft Office (Word, Excel, and PowerPoint, Google Docs) 
• Knowledge of Adobe Acrobat and social media web platforms
• Ability to work independently with little direction 
• High school diploma, GED, or equivalent with additional work experience qualifications

Sister Spokesman

We are looking for someone who thrives in a fast-paced, high-energy environment, can meet urgent deadlines, and shines under pressure. Passion for music is essential, as we offer long-term growth opportunities for individuals willing to learn from the ground up.

As a Sponsorship Coordinator, you will assist in the execution of sponsorship programs for DWP’s brand partnerships team. This position will assist in various stages of the sales life cycle, from administrative and organizational management to onsite activation fulfillment. This candidate will have an upbeat and positive personality who can work well in a fast-paced and high-pressure environment. This candidate will be resourceful, innovative and forward thinking, gaining hands-on experience working with guidance from industry mentors and a team with decades of experience. The ideal candidate is a highly motivated, strategic thinker who can collaborate and multitask on a wide range of projects that benefit both the DWP team and external client portfolio. 

Duties and responsibilities

• Maintain an in-depth working knowledge of DWP’s festivals, events, past sponsorship programs, and current brand partner portfolio.
• Support the sponsorship team in sales when needed, such as creating standard and customized deal point memos and overviews as well as program recaps for all assets under the DWP umbrella.
• Translate deal point memos into initial client contracts.
• Manage program financials including budget tracking, billing, invoicing, and other relevant financial activities.
• Prepare and deliver custom client recaps as needed.
• Provide coordination support to team including data entry, ticket fulfillment process & data tracking management.
• Book department travel and accommodations as needed.
• Attend DWP Festivals to provide onsite support as needed for the team.
• Assist with scheduling meeting needs and maintain team appointment calendar.
• Help team members facilitate the delivery of contractual agreements including planning, execution, and measurement.
• Work comfortably in a fast-paced environment.

Qualifications

• 3-5 years direct experience in administrative work, brand management coordination & client services. Entertainment, media and or sports industry experience preferred but not required. 
• Must be an ambitious self-starter as well as a high-energy individual who thrives in a fast-paced environment.
• Excellent communication skills and ability to anticipate problems before they occur.
• A proactive, collaborative and organized working style with the willingness to take the initiative and consistently meet deadlines.
• Strong attention to detail, organized, solution-oriented and good time management skills.
• Follow department and company processes and procedures.
• Microsoft Office skills with proficiency in Excel, Word, PowerPoint, Keynote required; Airtable, google asset tracking tools experience preferred. 

This position is based in Los Angeles, CA on-site 5 days a week. Remote and/or hybrid will not be considered. Please only apply if you are willing to relocate to Los Angeles, CA.

The estimated salary range for this position is $50,000 – $60,000 and includes medical/dental/vision/401k benefits. This represents the typical salary range for this position and is just one component of DWP’s total compensation package for employees.

Danny Wimmer Presents

About Gelfand, Rennert & Feldman

Founded in 1967, Gelfand, Rennert & Feldman (“GRF”) is a leading full-service business management firm for an exclusive assortment of entertainers, executives and select high net worth individuals. Our 30 partners and over 600 staff members deliver comprehensive financial services in the fields of music, motion pictures, television, sports, literature, and other creative and performing arts. Our firm has offices in Los Angeles, New York City, Nashville, San Rafael, Wilmington, and London.

We are seeking a Senior Administrative Assistant to join our team of dedicated professionals.

Location: This position is fully in-office out of White Plains (NY).

Overview of Role: The primary responsibility of this role is to assist with a variety of administrative tasks to support the operations of their office and assigned partners, including calendaring, expenses and billing.

Responsibilities:

• Manage day to day schedule and commitments of remote and/or in-office Executive(s)
• Provide support for pick-ups, drop-offs, and deliveries
• Maintain filing systems and other general office duties
• Screen calls; establish oneself as point of contact with employees as well as business network
• Keep calendar, schedule meetings, and make travel arrangements
• Assist with monthly client billing, timesheets, expense reports
• Special projects and events as needed
• Assisting with tax correspondence
• Assist with coverage for Executive Assistants, Administrative Assistants and Receptionist, as needed
• Perform other administrative support functions and duties as assigned

A successful candidate will possess the following qualifications:

• High School Diploma or GED equivalent is required
• 2+ years of similar experience in a fully in-office capacity
• Strong computer skills and proficiency in Microsoft Office, especially Excel, Word and Outlook
• Excellent written and verbal communication skills
• Self-starter with ability to organize own work and meet deadlines while managing and prioritizing multiple tasks

Candidate information, including education and work experience, is verified upon an offer of employment. Falsification of application information may be grounds for denying employment.

Benefits & Pay

We offer a diverse and employee-friendly environment with great work/life balance. Our comprehensive benefits package includes:

• Multiple Medical, Dental and Vision plans (including HSA and FSA options)
• Generous paid time off policy
• Up to 12 paid holidays per year
• Hybrid work flexibility
• 401(k) with discretionary match
• Discretionary performance bonus
• Tuition assistance and career advancement programs
• CPA program (employer-paid prep materials, paid time off to study and sit for exams, a CPA completion bonus, continued education and license renewals)
• Early office closures for major holidays
• Discretionary profit-sharing program
• Employee and client referral bonus
• Commuter benefits
• Wellness program

This is a non-exempt, overtime eligible position. Employee compensation is determined by a variety of factors including, but not limited to, employee education/training/credentials, employee work experience, work location, the scope and responsibilities of the role, internal peer equity, and market considerations. The expected base compensation hiring range for this position is $60,000 to $70,000 per year.

Gelfand, Rennert & Feldman is an Equal Opportunity Employer.

Gelfand, Rennert & Feldman, LLC

Our client in the entertainment industry is seeking and Executive Assistant to join their team in Glendale, California! This position provides administrative support to the President and Managing Director.

• Pay $35-$40 per hour

Responsibilities:

• Act as the primary contact for all incoming communication and ensure interactions are handled in a professional manner.
• Proactively manage President’s complex calendar, coordinate meetings, and plan and execute travel arrangements.
• Ensure daily prioritization of communication, meetings, and action items in a fast paced environment that requires working directly with senior executives, teams and external partners in the Asia and Europe regions.
• Prepare executive level presentations, memos, letters, spreadsheets and other correspondence.
• Provide overall office administration and organizational task support, including screening and routing phone calls, maintaining filing system, preparing expense reports, and processing workflow requirements through SAP.
• Manage all work with the highest degree of confidentiality – exercising discretion, judgment, and diplomacy.
• Display initiative, ingenuity, and constant communication as a consistent means of accomplishing these activities.

Required Qualifications:

• Proven experience working in a global organization and ability to manage calendars, communication, and priorities across multiple time zones
• Minimum seven years of proven administrative experience supporting senior level executives in a corporate environment
• Ability to work autonomously and support an executive with frequent travel to the Asia and Europe regions
• Experience working across multiple geographies
• Positive team player with an enthusiastic attitude and a strong service orientation
• Ability to communicate efficiently and effectively through demonstrated strong verbal, written and interpersonal skills
• Ability and eagerness to learn the substance of the work in which the President is involved, in order to be an effective facilitator within the business unit
• Demonstrated strong ability to be proactive and self-motivated and anticipate administrative needs
• Demonstrated exemplary planning and organization skills – able to set priorities, manage details and accurately follow through to meet all deadlines
• Ability to make independent decisions and demonstrate good judgment in the handling of issues; including those that involve sensitive and confidential information
• Demonstrated ability to prioritize multiple tasks, meet deadlines, manage competing demands, and change course of action quickly in a fast-paced environment
• Strong relationships across the segment and enterprise that help drive efficiency in managing scheduling issues, problem solving, and creating positive outcomes
• Demonstrated computer proficiency within a Windows environment, including Word, Excel, PowerPoint, Outlook, and SAP; as well as the ability to learn new technologies and applications for MAC, iPhone and iPad.
• Proven experience with Video TeleConferencing (VTC) and Telepresence equipment and applications (WebEx, Bluejeans, Zoom, and Skype for Business)
• Ability to be flexible with work schedule including evening

If you meet the required qualifications and are interested in this role, please apply today.

The Solomon Page Distinction

Solomon Page offers a comprehensive benefit program for hourly employees. We pride ourselves on offering medical, dental, 401(k), direct deposit and commuter benefits to our employees, including freelancers – which sets us apart in the industries we serve.

About Solomon Page

Founded in 1990, Solomon Page is a specialty niche provider of staffing and executive search solutions across a wide array of functions and industries. The success of Solomon Page reflects an organic growth strategy supported by a highly entrepreneurial culture. Acting as a strategic partner to our clients and candidates, we focus on providing customized solutions and building long-term relationships based on trust, respect, and the consistent delivery of excellent results. For more information and additional opportunities, visit: solomonpage.com and connect with us on Facebook, Twitter, and LinkedIn.

Opportunity Awaits.

Solomon Page

Why Join Inworld

Inworld is the best-funded startup in AI and gaming with a $500 million valuation and backing from top tier investors like Intel, Microsoft, Lightspeed, Bitkraft, Founders Fund, Kleiner Perkins, and more. Inworld was recognized by CB Insights list of the 100 most promising AI companies in the world. We’ve also been nominated alongside Anthropic, DeepMind, OpenAI and Nvidia for the Generative AI Innovator of the Year at the VentureBeat Awards 2023, and are a Gartner Cool Vendor in 2023.

Inworld is the leading character engine for creating AI NPCs in games and immersive entertainment. Inworld powers NPCs in experiences built by Niantic, NetEase Games, LG, Alpine Electronics, the Disney Accelerator, and more. We go beyond large language models (LLMs) to add multimodal orchestration of personality and contextual awareness that renders NPCs within the lore and logic of their worlds.

Inworld is well positioned to take a long-term view when it comes to supporting the developer community today, and stay ahead of the curve in the ever-evolving landscape of generative AI for tomorrow. By joining us now, you’ll be stepping into a role where your ideas and efforts will directly influence our path forward, making this moment an extraordinary one to become a key player in our journey of shaping the future of AI and gaming.

We are seeking an Executive Assistant to provide strategic administrative, project, and program management support to several executives at our fast-growing Generative AI startup. In this role, you will act as a liaison and time advocate for executives, and ensure operational efficiency and administrative assistance across various projects.

You’ll be a great fit for our team if you:

• Have a strong commitment to accuracy and superior attention to detail.
• Thrive in a fast-paced startup environment.
• Possess exceptional organizational skills, can handle multiple critical tasks, and meet tight deadlines.
• Exhibit excellent written and verbal communication skills.
• Demonstrate a strong sense of ownership and a bias for action.

Desired Skills and Experience:

• 5+ years of experience assisting at the executive level.
• Project management experience.
• Excellent calendar and time management skills.
• Experience providing administrative support to product, business development, or engineering teams.
• Proficiency in Microsoft Office and Google Workspace.

In this role, you will:

• Manage complex scheduling and calendars, keeping the team organized and on track.
• Plan, coordinate, and facilitate meetings, events, travel arrangements, and other activities.
• Support cross-functional alignment and maintain effective communication.
• Create presentation materials.
• Take initiative in researching, implementing, and improving systems and processes.
• Supporting ad-hoc projects and requests.

Work Location: Hybrid in Mountain View.

The US base salary range for this full-time position is $70,000 – $150,000. In addition to base pay, total compensation includes equity and benefits. Within the range, individual pay is determined by work location, level, and additional factors, including competencies, experience, and business needs. The base pay range is subject to change and may be modified in the future.

Inworld AI

Our mission is to bring blockchain to a billion people. The Alchemy Platform is a world class developer platform designed to make building on the blockchain easy. We’ve built leading infrastructure in the space, powering over $105 billion in transactions for tens of millions of users in 99% of countries worldwide.

The Alchemy team draws from decades of deep expertise in massively scalable infrastructure, AI, and blockchain from leadership roles at leading companies and universities like Google, Microsoft, Facebook, Stanford, and MIT.

Alchemy recently raised a Series C1 at a $10.2B valuation led by Lightspeed and Silver Lake. Previously, Alchemy raised from a16z, Coatue, Addition, Stanford University, Coinbase, the Chairman of Google, Charles Schwab, and the founders and executives of leading organizations.

Alchemy powers the top blockchain companies globally and has been featured in TechCrunch, Forbes, Bloomberg, and elsewhere.

The Personal Assistant position is a high-exposure role — you will be interacting with the founders investors, advisors, and our family and friends (both at Alchemy and outside of work)! Your day to day will consist of working closely with Nikil and Joe to manage all aspects of our personal lives. You’ll become intimately familiar with what it means to be a founder of a high-growth technology startup. Responsibility and ownership are unbounded – planning complex projects, managing day-to-day, hosting large weekend retreats – infinite room for growth.

Responsibilities:

• Help achieve optimal health: We lead extremely busy lives, but also understand that our health is super important for us to give our best to Alchemy. This person will help research, plan, coordinate and outsource solutions for us to achieve our health, sleep, nutrition and fitness goals.

• Include tasks such as: managing medical appointments, hiring and coordinate with personal trainers and cooks, and ensuring the pantry is stocked with healthy options.
• Household Management: Developing and automating daily household tasks for us, and overseeing all projects in our respective homes. Includes tasks such as: supervising and managing household staff (cleaners, cooks, maintenance personnel, and laundry services), and being at the home to oversee deliveries and maintenance work.

• Entertaining: We love to host events with their close friends, investors, and celebrities that we’ve been fortunate to meet through our journey at Alchemy. This person will partner closely with us to plan, organize and create a regular system to celebrate special occasions for the people we care about most. This includes tasks such as assisting and organizing dinners, hosting events, and selecting personal gifts for family and friends of Alchemy on our behalf.

• Travel: This person will also be a whiz at coordinating personal travel for us and our families; including planning itineraries, shopping and packing for trips.

• Financial Management: This person will also help oversee the system that will allow our financial matters to be well-organized and in order; including working with financial planners, bill payments and tracking personal expenses.

• General Assistance: While we expect this person to be an amazing project manager and should be able to oversee the systems and people that will help to make our life run smoothly – they should be open to rolling up their sleeves to run errands and complete various tasks to make sure the job gets done! ????

The top qualities we’re looking for:

• Live in San Francisco: We have an in person culture and it’s an absolute blast. To be an effective team we need to operate together in person.

• Organization: There will be a high volume of requests, some quick short term tasks, and some longer term projects. We expect this person to be extremely organized to triage all of the requests, and be able to create project plans for more complex and long-tail tasks.

• Integrity: You will have access to more of our sensitive information – both Alchemy and personal. Trust and integrity is an absolute must.

• Stellar Communication: You’ll be in constant communication with both of us – this is the key to a great team. In addition you will be meeting with and talking to our team, investors, celebrities, and other people we interact with on a daily basis. Giving them a great experience is ultra important. High quality written and verbal communication, and asking the right questions are absolutely key to success.

• Execution / Hustle: High energy and a bias towards action is a must. You don’t wait to be told what to do – by then you’ve already done it. Where other people see barriers, you find a way.

Alchemy

Our client is looking for a Personal Assistant/House Manager. This is a unique position comprising administrative tasks, overseeing domestic and all house needs under the supervision. One of the main tasks, specifically arranging/managing schedules, some clerical, bookkeeping and running household errands, not limited to assisting staff on the upkeeping of the house as needed.

Schedule will typically be on Monday – Friday with 40 hours generally starting at 8:30AM. Working hours, including on occasions some overtime hours, extreme flexibility is required for this position, which will include occasional evenings and weekends, events, and some additional dog-sitting (or arranging dog-sitting as necessary).

Location: Boca Raton, FL

Pay Range: $80-90K

Type: Full-Time Role

Hours: Typically 40 hours (M-F, 8:30-5:30) *Must be flexible – there could be weekend hours/OT/events

Skills Needed:

• Excellent verbal and written communication.
• Able to speak, read and write English fluently.
• Proficient with Microsoft Office Programs (Outlook, Excel, Word)
• Prior experience supporting all functions as a personal/executive assistant.
• Flexible
• A valid driver’s license and reliable transportation.
• Knowledgeable arranging travel and utilizing online booking tools.
• Ability to travel 30% and/or as needed.
• Some accounting and data entry skills
• QuickBooks experience is helpful.

Responsibilities:

• Maintaining contacts lists that include family members, vendors, businesses, personal contacts etc.
• Scheduling appointments for personal and occasionally professional needs
• Managing schedules and calendars using Microsoft Outlook Calendar.
• Assisting with event planning, organizing, coordination and flawless execution on the day of event (as part of a team).
• Communicating daily with House Manager and/Accountant/Controller regarding check requirements and bills that have been received
• Communicating daily by phone and email with Boat Captain/Limo Driver regarding daily schedule and inventory, repairs, maintenance.
• Updating Microsoft Outlook Task List to organize own duties and sending task list on a weekly basis.
• Ordering catering and booking restaurants (organic, grass-fed beef, hormone and antibiotic free poultry, no salt/sugar/oils added, gluten free bakery items).
• Booking flights, hotels and purchasing event tickets.
• Maintaining credit card records and receipts according to procedures (to be turned in monthly).
• Opening mail, sorting through mail, determining what is ‘junk’ mail, collecting invoices and important (non- personal) mail over a few days or week (use best judgement by looking at due dates) and sending to Illinois office in a timely manner. Letting Controller know of anything that looks urgent in mail.
• Assisting with signing documents using red arrow labels and checking over the document before copying and usually sending the original to Controller in Illinois

Additional Responsibilities:

• Responsible for running errands (e.g., groceries, home supplies, returns and other requested items, post office, FedEx, picking up medications and other miscellaneous errands as assigned).
• Specific domestic duties daily include making nutritional drinks and teas every morning, light cleaning of the kitchen after use and first thing in the morning upon arrival, feeding and caring for dog (teeth cleaning, changing floor pad), taking out garbage/ recyclables and other ad-hoc general domestic duties.
• Ensuring the pantry, refrigerator and drinks are properly stocked in accordance with daily requirements as well as travel and entertaining schedules.
• Sorting and organizing medications and vitamin supplements weekly.
• Providing hospitality and attending to guest and family’s needs when visiting.
• Purchasing gifts, wrapping, and preparing or shipping by a specified date
• Ordering flowers/gifts (physically shopping for such) to be delivered on time and to correct address.
• Scheduling Uber and Lyft
• Taking dog for grooming and veterinary appointments as needed.
• Assisting with packing for travel and preparing all pet items and documents for travel
• Assistance with house management responsibilities (e.g., scheduling contractors and vendors, obtaining estimates for work and negotiating the best price with vendors, etc.).
• Using and updating the household maintenance list as needed.
• Miscellaneous seasonal duties (such as organizing holiday decorations).
• Daily and weekly scheduling and management of Limo Driver/Boat Captain and operative including planning routes, communicating, and checking inventory.
• Assist House manager with monthly household tasks and vendors supervising as needed.
• Assist with any updating on limo checklist and boat supply list.

If you are interested in and qualified for this position, please forward your resume today!

24 Seven Talent

Sr. Data Analyst

12-Month Contract

$55 to $70/hour (based on experience and fit)

Overview:

We’re seeking a skilled Data Analyst for a 12-month remote contract at our entertainment company. The ideal candidate should be technically proficient, with a strong grasp of SQL in a business context, contributing to performance analytics, budget forecasting, and business optimization.

About the Team:

Join a dynamic team focused on revenue maximization, and analytics in the entertainment industry.

The Role:

Collaborate closely with the team, prioritizing performance enhancement through data-driven insights.

Responsibilities:

• Conduct data analytics to help retain customer subscriptions and maximize revenue
• Fulfill ad hoc requests, reporting on subscription premium performance, and contribute to campaign strategies.
• Collaborate cross-functionally on campaigns, assessing overall business impact.

Day-to-Day Responsibilities:

• Prioritize and handle incoming data requests, ensuring a clear understanding of business inquiries.
• Collaborate with various teams to deliver effective insights and reports.

Essential Skills:

• Intermediate proficiency in SQL.
• Strong expertise in Excel, Tableau, and Databricks.
• Excellent communication skills for conveying complex insights.
• Understanding of data structures.
• Experience in working with subscription data and handling large datasets.
• Proven track record of impacting revenue or business performance.

Harnham

In this role, your primary focus will be supporting the Annual Meeting (a city-wide meeting with 10k+ attendees from around the world, 16+ concurrent sessions, and special events over 5+ days) and other smaller meetings and events for the Association for Research in Vision and Ophthalmology (ARVO). ARVO is the world’s largest and most respected international organization devoted to advancing research in vision and ophthalmology. The ARVO Annual Meeting is the premier gathering for eye and vision scientists at all career stages, students, and those in affiliated fields to share the latest research findings and collaborate on innovative solutions.

Reporting to the Chief Officer of Meetings and Community Engagement and working closely with the Senior Director of Programming, you will manage several core components of planning the meeting and provide operational support on-site. Your work will be cyclical, with some periods of fast-paced, high-intensity work. Working closely with the Chief Officer of Meetings and Engagement while you come up to speed, you will own the complex Ancillary Event process, manage ARVO-sponsored social events, and provide tracking, administrative, and logistical support (including speaker management) for the Annual Meeting. During off-cycle times of the year, you will manage the invited component of the meeting.

This role works across the organization and requires a great deal of accuracy, coordination, attention to detail, critical thinking, sound judgment, and the capacity to manage multiple projects efficiently to completion. This is an opportunity to take your organizational, communication, and project management skills to the next level.

How You’ll Make an Impact

You will support the team to ensure the success of the Annual Meeting and associated events by preparing timelines, maintaining the internal Teamwork project plan, updating internal staff and external partners, managing invited session proposals and speakers, and coordinating supplies and shipments. Major responsibilities include:

Annual Conference Support

• Coordinate approvals and track the Ancillary Events (200-400 per year). Review each request, apply policies to determine handling, and create comprehensive trackers to keep the team organized and informed. Inform organizers of ARVO policies for the events and ensure compliance.
• Organize social events for 2-3K attendees, including sourcing and recommending venues within budget, arranging entertainment, and managing catering. Work with destination marketing organizations (DMOs) or convention and visitors bureaus (CVBs).
• Collaborate with ARVO communications staff to provide specific event-related information for print, digital, email, and social media campaigns. Update the Annual Meeting web pages.
• Manage staff needs and travel arrangements.

Annual Conference Logistics

• Work with the team to coordinate conference logistics, including meeting room assignments for educational programs, committee meetings, and ancillary events.
• Oversee the supplies and shipments for the conference, ensuring all are organized and delivered correctly.

Annual Conference Program Development & Speaker Management

• Support the Senior Director of Programming on the invited speaker content by setting up the proposal submission site, tracking the confirmed presenters and their submissions, and sending reminders.
• Manage speaker needs/requirements (e.g., registration, housing, and travel expenses as appropriate).

Work Environment, Salary, and Benefits

• You’ll enjoy a flexible hybrid work environment, including two days collaborating with colleagues in our Rockville, MD, office, and three days working remotely. Some domestic travel is required, including 7-10 days at the ARVO Annual Meeting.
• The budgeted salary range for this position is $55-65K*. We offer an outstanding benefits package including comprehensive medical insurance, employer-paid vision, dental, life, and disability insurance, flexible spending accounts for medical and childcare expenses, matching retirement savings, employer-paid parking or monthly contribution for public transportation, generous PTO (12 paid holidays, 12 days of vacation increasing to 18 during 2nd year, and 10 days of sick leave), and tuition reimbursement for professional development.

* Manager-level candidates are encouraged to apply; salary will be commensurate with experience. Certified Meeting Professionals (CMPs) are encouraged to apply.

• We recognize the value of our employees and strive to create an environment that is both flexible and conducive to a high-performing organization. Your colleagues are collegial, collaborative, and eager to help each other succeed.

Qualifications

• Experience and Education:
• 1-3 years of experience in event/conference management and logistics coordination for large-scale events (2-10K+ attendees) at an association is highly preferred.
• Demonstrated experience in project management, including data collection and tracking, managing deadlines for multiple stakeholders across multiple projects, and ensuring compliance with organization regulations.
• Professional certification, such as a certified meeting professional (CMP), is a plus but not required.
• Technical Proficiency:
• Proficiency in Microsoft Office products (Outlook, Word, Excel, and PowerPoint) is required. Familiarity with other relevant software such as Open Water, ScholarOne, ATIV (or another mobile conference app), Teamwork (or another project management system), and Optimizely (or similar CMS) is preferred but not required.

About Us

The Association for Research in Vision and Ophthalmology (ARVO) is the largest and most respected eye and vision research organization in the world. Our members include nearly 12,000 eye and vision researchers from over 75 countries. Our mission is to advance research worldwide into understanding the visual system and preventing, treating, and curing its disorders.

To Apply

We encourage you to apply even if your experience is not a 100% match with the position description; we will consider people from a variety of backgrounds and career experiences.

Use the “Apply” button on this page or simply email your resume to Lilly Khan at [email protected] with “ARVO – Senior Coordinator #2023-2814 SA” as the subject of the email.

Job responsibilities are similar to the following positions: Meeting Assistant, Program Coordinator, Education Specialist.

Staffing Advisors is committed to reducing bias in every aspect of the hiring process. We have long recommended a competency-driven approach to hiring. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other basis protected by law.

Association for Research in Vision and Ophthalmology (ARVO)