Senior Coordinator, Meetings and Events #2023-2814
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 resumes@staffingadvisors.com 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)
Related jobs:
Film Crew Swing Position – 1st AC, Art PA, Grip & Electric
Job Description
A production team is seeking a versatile crew member to fill a Swing position supporting multiple departments, including 1st Assistant Camera, Art Department Production Assistant, and Grip & Electric. This opportunity is ideal for experienced film crew professionals who can assist with production operations, equipment handling, and end-of-day load-out duties on a soundstage production in Los Angeles.
Job Responsibilities
- Assist the camera department as needed
- Support the art department with production tasks
- Help the grip and electric team with equipment setup and breakdown
- Assist with loading and unloading production equipment
- Maintain a safe and organized work environment
- Collaborate with multiple departments throughout the production day
Requirements
- Experience working in film, television, or commercial production
- Familiarity with camera, grip, electric, or art department workflows
- Ability to lift and move production equipment safely
- Strong communication and teamwork skills
- Reliable transportation to the Los Angeles production location
- Available for a full production day and end-of-day load-out
Compensation
- Paid crew opportunity
- Meals provided during production
- Networking opportunities with industry professionals
- Hands-on experience across multiple production departments
Film Crew Positions for Independent Film Production
Job Description
An independent film production is seeking crew members for multiple departments on an upcoming project filming in Atlanta, Georgia. Casting directors and production coordinators are looking for reliable, hardworking professionals who can contribute to a fast-paced production environment. Many positions may recur throughout the production schedule, making this a great opportunity for crew members seeking consistent work and valuable industry experience.
Job Responsibilities
- Support production operations within your assigned department
- Follow direction from department heads and production management
- Maintain professionalism and reliability throughout filming
- Assist with equipment, set operations, or logistical tasks as required
- Collaborate effectively with fellow crew members
Requirements
- Ages 18–65
- Open to all genders
- Open to all ethnicities
- Available for recurring work opportunities during the production schedule
- Professional attitude and strong work ethic
- Ability to work in a team-oriented production environment
- Positions available include:
- Production Assistants (PAs)
- Assistant Directors (ADs)
- Wranglers
- Camera Operators
- Steadicam Operators
- Dolly Crew
- Grip Department
- Costume Department
- Set Dressers
- Makeup Department
- Coffee Cart Crafty (Female)
- General Crew Members
Compensation
- $132 for 10 hours
- Potential recurring work throughout production
- Professional film production experience
- Opportunity to build industry connections and credits
Job Description
Next Legacy Media Group, a women-forward production company based in New Jersey, is seeking talented women writers, directors, and production crew members to collaborate on a slate of upcoming micro drama productions.
The company is currently building a creative team and is particularly interested in writers with completed scripts or those who can develop content efficiently for production. The focus is on compelling stories in the YA, romance, family, drama, and character-driven genres.
In addition to writers, the company is looking to connect with female directors, assistant directors, cinematographers, camera operators, and other production professionals in the New Jersey and New York area.
Opportunities Available
Writers
- Seeking 4–5 writers
- Completed scripts preferred but not required
- Ability to write efficiently for production
- Interest in YA, romance, family, drama, and character-driven content
Production Team
- Directors
- Assistant Directors
- Cinematographers
- Camera Operators
- Other production professionals
Requirements
- Women professionals in film, television, or micro drama production.
- Writers with completed scripts or strong writing samples.
- Production professionals with relevant experience or a strong interest in micro drama content.
- Located in or able to work within the NJ/NY metro area preferred.
- Horror and explicit-content projects are not currently being considered.
Compensation
- Compensation details were not specified.
- Company states it offers favorable writer deals and is focused on long-term creative partnerships.
Job Description
An independent LGBTQIA+ romantic comedy pilot is seeking passionate crew members to join the production team for an upcoming shoot in Los Angeles. The project follows two diner waiters whose unexpected connection sparks a romance that challenges the traditional expectations of their small-town community.
The production is currently hiring Production Assistants and a Script Supervisor for this self-funded pilot. Team members who are enthusiastic about collaboration, independent filmmaking, and inclusive storytelling are encouraged to apply.
Job Responsibilities
Production Assistants
- Assist with on-set logistics and production support.
- Help coordinate crew needs and daily production tasks.
- Support setup, breakdown, and general production operations.
- Work collaboratively with department heads and crew members.
Script Supervisor
- Track script continuity throughout filming.
- Monitor scene coverage, dialogue accuracy, and production notes.
- Communicate continuity information to the director and production team.
- Assist with maintaining consistency across all filmed scenes.
Requirements
- Strong interest in film and television production.
- Ability to work collaboratively in a fast-paced environment.
- Relevant experience preferred for the applied position.
- Resume and work samples requested.
- Passion for independent filmmaking and storytelling.
- LGBTQIA+ identification may be highlighted if applicable but is not required.
- Applicants should specify the role they are applying for in their submission.
Compensation Details
- Production Assistants: Meal, copy of the project, and screen credit provided.
- Script Supervisor: Meal, copy of the project, and screen credit provided.
- Self-funded independent production with limited budget.
- Partial availability may be considered for Production Assistants.
Job Description
An LGBTQIA+ romantic comedy independent pilot is seeking passionate and collaborative crew members to join the production team for an upcoming project. The pilot follows two diner waiters whose unexpected connection sparks a romance that challenges the traditional expectations of their small-town community.
The production is looking for dedicated crew members who are enthusiastic about independent filmmaking and creating meaningful LGBTQIA+ content.
Job Responsibilities
1st Assistant Camera (1st AC)
- Assist the camera department with equipment setup and operation.
- Help maintain focus, camera organization, and workflow on set.
- Support the cinematography team during production.
Production Assistant
- Provide general support to the production team.
- Assist with set operations, logistics, and crew coordination.
- Help maintain an organized and efficient production environment.
Script Supervisor
- Track continuity throughout filming.
- Maintain detailed script notes and production records.
- Work closely with the director to ensure consistency between takes.
Requirements
- Prior experience in the applied position is preferred.
- Must be reliable, professional, and collaborative.
- Ability to work effectively in an independent film environment.
- Passion for storytelling and filmmaking.
- Work samples and/or resume required.
- Applicants interested in supporting LGBTQIA+ stories are encouraged to apply.
Compensation Details
- Meals provided
- Copy of the completed project
- Screen credit
- Unpaid volunteer opportunity
Senior Broadcast Production Runner – Special Olympics Flag Football
Job Description
A leading sports broadcasting network is seeking an experienced Runner II to support operations and production teams during coverage of Special Olympics Flag Football events. This role is ideal for seasoned production professionals with live remote broadcast experience who can assist with logistics, crew coordination, and on-site operational support.
The selected candidate will work closely with production staff to help ensure smooth event execution while supporting broadcast operations throughout the competition.
Job Responsibilities
- Support operations and production teams during live sports broadcasts
- Run errands and deliver production materials as needed
- Coordinate announcer arrivals and departures
- Distribute information to crew members and production staff
- Assist with show-related logistics and event operations
- Check in and out daily with the operations team
- Execute production support duties as assigned
- Help maintain efficient workflows throughout the event
- Adapt to changing production schedules and operational needs
Requirements
- Must live within 100 miles of the event location
- Must be at least 21 years old
- Authorized to work in the United States
- Valid driver’s license required
- Minimum of 8 shows worked as a regional-level runner in live remote productions
- Reliable cellphone, text, and email communication
- Strong organizational and multitasking abilities
- Positive attitude and proactive work ethic
- Ability to work effectively in a fast-paced environment
- Knowledge of basic broadcast operations
- Familiarity with the local area and venue preferred
- Ability to lead and support other runners when necessary
Compensation
- Paid sports broadcast production opportunity
- Work on Special Olympics Flag Football coverage
- Gain experience with a major sports media production team
- Networking opportunities within the broadcast and sports media industry
- Opportunity to contribute to a nationally recognized sporting event
Senior Broadcast Production Runner
Job Description
A leading sports broadcasting network is seeking an experienced Runner II to support operations and production teams during coverage of the 2026 Special Olympics. This role is ideal for seasoned production professionals with extensive live event experience who can assist with logistics, crew coordination, and operational support across multiple competition venues.
The selected candidate will play a key role in helping production teams execute successful remote broadcasts while supporting event operations throughout the competition schedule.
Job Responsibilities
- Support operations and production teams during live sports broadcasts
- Run errands and deliver production materials as needed
- Coordinate announcer arrivals and departures
- Distribute information to crew members and production staff
- Assist with show-related logistics and event operations
- Check in and out daily with the operations team
- Execute production support duties as assigned
- Help maintain efficient workflows across multiple event locations
- Adapt to changing schedules and production needs
Requirements
- Must live within 100 miles of the event location
- Must be at least 21 years old
- Authorized to work in the United States
- Valid driver’s license required
- Minimum of 8 shows worked as a regional-level runner in live remote productions
- Reliable cellphone, text, and email communication
- Strong organizational and multitasking skills
- Positive attitude and proactive work ethic
- Ability to work effectively in a fast-paced environment
- Knowledge of basic broadcast operations
- Familiarity with the local area and venue preferred
- Ability to lead and support other runners when needed
Compensation
- Paid sports broadcast production opportunity
- Work on coverage of the 2026 Special Olympics
- Gain experience with a major sports media production team
- Networking opportunities within the sports broadcasting industry
- Potential for multiple workdays depending on competition assignments
Senior Broadcast Production Runner
Job Description
A major sports broadcast production is seeking an experienced Runner II to support operations and production teams during a live professional football broadcast. This opportunity is ideal for seasoned production professionals with extensive live event experience who can assist with logistics, crew coordination, and operational support for a remote sports broadcast.
The selected candidate will help ensure smooth event execution by supporting production staff, coordinating logistics, and assisting with critical broadcast-related responsibilities.
Job Responsibilities
- Support operations and production teams during a live sports broadcast
- Run errands and deliver production materials as needed
- Coordinate announcer arrivals and departures
- Distribute information to crew members and production staff
- Assist with show-related logistics and event operations
- Check in and out daily with the operations team
- Execute production support duties as assigned
- Maintain flexibility in a fast-paced live event environment
Requirements
- Must live within 100 miles of the event location
- Must be at least 21 years old
- Authorized to work in the United States
- Valid driver’s license required
- Minimum of 8 shows worked as a regional-level runner in live remote productions
- Reliable cellphone, text, and email communication
- Strong organizational and multitasking skills
- Positive attitude and proactive work ethic
- Ability to work effectively in a fast-paced environment
- Knowledge of basic broadcast operations
- Familiarity with the local area and venue preferred
- Ability to lead and support other runners when necessary
Compensation
- Paid sports broadcast production opportunity
- Work on a live professional football broadcast
- Gain experience with professional television production teams
- Networking opportunities within the sports broadcasting industry
Senior Broadcast Production Runner
Job Description
A major sports broadcasting network is seeking an experienced Runner II to support operations and production teams during a live professional football broadcast. This role is ideal for seasoned production professionals with extensive live event experience who can assist with logistics, crew coordination, and operational support throughout a remote sports broadcast.
The selected candidate will help ensure smooth event operations by supporting production staff, coordinating logistics, and assisting with critical broadcast-related tasks.
Job Responsibilities
- Support operations and production teams during a live sports broadcast
- Run errands and deliver production materials as needed
- Coordinate announcer arrivals and departures
- Distribute information to crew members and production staff
- Assist with show-related logistics and operational tasks
- Check in and out daily with the operations team
- Execute production support duties as assigned
- Help maintain efficient workflows during live event coverage
Requirements
- Must live within 100 miles of the event location
- Must be at least 21 years old
- Authorized to work in the United States
- Valid driver’s license required
- Minimum of 8 shows worked as a regional-level runner in live remote productions
- Reliable cellphone, text, and email communication
- Strong organizational and multitasking skills
- Positive attitude and ability to work in a fast-paced environment
- Knowledge of basic broadcast operations
- Familiarity with the venue and local area preferred
- Ability to help lead and support other runners when needed
Compensation
- Paid sports broadcast production opportunity
- Work on a live professional football broadcast
- Gain experience with a leading sports media production team
- Networking opportunities within the broadcast and sports media industry
Senior Broadcast Production Runner
Job Description
A major sports broadcasting network is seeking an experienced Runner II to support operations and production teams during a live NCAA Baseball Regional broadcast. This role is designed for seasoned production professionals with substantial live event experience who can assist with logistics, crew coordination, and operational support throughout a multi-day remote broadcast.
The selected candidate will play a key role in ensuring smooth event operations while supporting production staff, announcers, and broadcast personnel on site.
Job Responsibilities
- Support operations and production teams during live remote broadcasts
- Run errands and deliver production materials as needed
- Coordinate announcer arrivals and departures
- Distribute information to crew members and stakeholders
- Assist with show-related logistics and operational tasks
- Check in and out daily with the operations team
- Execute production support duties as assigned
- Help maintain efficient workflow throughout the event
Requirements
- Must live within 100 miles of the event location
- Must be at least 21 years old
- Authorized to work in the United States
- Valid driver’s license required
- Minimum of 8 shows worked as a regional-level runner in live remote productions
- Reliable cellphone, text, and email communication
- Strong organizational and multitasking skills
- Positive attitude and ability to thrive in a fast-paced environment
- Familiarity with the venue and local area preferred
- Ability to help lead and support other runners when needed
- Knowledge of basic broadcast operations
Compensation
- Paid sports broadcast production opportunity
- Work on a major NCAA Baseball Regional broadcast
- Gain experience with a leading sports media production team
- Networking opportunities within the broadcast and sports media industry
Broadcast Production Runner
Job Description
A major sports broadcast production is seeking an experienced Runner to support operations and production teams during a live championship game broadcast. This position is ideal for individuals with production assistant or broadcast experience who can thrive in a fast-paced environment and help ensure a successful live event.
The selected candidate will assist with logistics, crew coordination, information distribution, and other production-related responsibilities throughout the event.
Job Responsibilities
- Support operations and production teams during a live sports broadcast
- Run errands and deliver production materials as needed
- Assist with announcer arrivals and departures
- Distribute information to crew members and production staff
- Help coordinate on-site logistics and event operations
- Perform various production-related tasks as assigned
- Maintain flexibility in a fast-changing live event environment
- Assist with general broadcast support duties
Requirements
- Must live within 100 miles of the event location
- Must be at least 21 years old
- Authorized to work in the United States
- Valid driver’s license required
- Previous Runner or Production Assistant experience required
- Reliable cellphone, text, and email communication
- Strong organizational and multitasking abilities
- Positive attitude and proactive work ethic
- Ability to work effectively in a fast-paced production environment
- Familiarity with the local area and venue preferred
- Basic understanding of broadcast operations
Compensation
- Paid sports broadcast production opportunity
- Work on a live championship game broadcast
- Gain experience with professional television production teams
- Networking opportunities within the sports media industry
Broadcast Production Runner
Job Description
A major sports broadcast production is seeking an experienced Runner to support on-site operations during a live semifinal game broadcast. This role is ideal for production assistants and broadcast professionals who thrive in fast-paced environments and have experience supporting live television or remote productions.
The selected candidate will assist operations and production teams, coordinate logistics, and help ensure the smooth execution of broadcast activities throughout the event.
Job Responsibilities
- Assist production and operations teams during live broadcast events
- Run errands and deliver materials as needed
- Coordinate announcer arrivals and departures
- Distribute information to crew members and stakeholders
- Support show-related logistics and operational tasks
- Adapt to changing production needs and priorities
- Assist with general broadcast and event operations
Requirements
- Must live within 100 miles of the event location
- At least 21 years old
- Authorized to work in the United States
- Valid driver’s license required
- Previous Runner or Production Assistant experience required
- Reliable phone, text, and email communication
- Strong organizational and multitasking skills
- Positive attitude and ability to work in a fast-paced environment
- Familiarity with the local area and venue preferred
- Knowledge of basic broadcast operations
Compensation
- Paid broadcast production opportunity
- Work on a high-profile live sports broadcast
- Gain experience with professional television production teams
- Networking opportunities within the sports broadcasting industry