Association for Research in Vision and Ophthalmology (ARVO)
Director, Meetings
Association for Research in Vision and Ophthalmology (ARVO), Rockville, Maryland, us, 20849
Overview
Join to apply for the
Director, Meetings
role at
Association for Research in Vision and Ophthalmology (ARVO) . ARVO’s Annual Meeting is the premier event for eye and vision researchers, attracting 10K+ attendees from over 75 countries. You will lead the logistics of ARVO’s event portfolio—from citywide conventions like the Annual Meeting to smaller conferences and workshops—serving as the lead point of contact for venues, CVBs, convention centers, hotels, vendors, and internal stakeholders. This role reports to the Executive Director and supervises one direct report, with potential involvement in ARVO’s international expansion through new regional events. Reporting structure and goals emphasize accuracy, coordination, attention to detail, critical thinking, sound judgment, and the ability to manage multiple complex projects. You will work with cross-functional teams, an external logistics partner, and a structured onboarding plan. Base pay range
$125,000.00/yr
-
$150,000.00/yr What you’ll do
You will oversee the logistics for an event portfolio that drives a substantial portion of ARVO’s revenue and supports researchers in presenting and exchanging findings. Key responsibilities include: Meeting Operations Oversee logistical planning and execution of the Annual Meeting in coordination with senior leadership and internal teams Contribute logistical insights to vendor-related negotiations during future site selection processes in collaboration with senior leadership Lead external partner engagement and coordination with CVBs, hotels, vendors, and on-site teams for seamless Annual Meeting execution In partnership with housing bureaus and third-party vendors, establish room blocks and pricing, ensure attendee communications, and review post-meeting reconciliations with hotels Oversee all operational logistics, including food and beverage planning, audiovisual production, temporary staffing, security, and on-site infrastructure Develop and manage comprehensive project plans with timelines, deliverables, and stakeholder responsibilities Manage travel arrangements and rooming lists for staff, key volunteers, and VIPs Develop, implement, and maintain operational policies and procedures, including SOPs, training materials, and internal schedules Identify, recommend, and draft updates to policies and workflows to optimize meeting operations Prepare and manage meeting budgets; monitor expenditures and ensure alignment with financial objectives Directly supervise full-time staff, temporary personnel, and vendors Serve as project lead or key team member on cross-functional initiatives Work Environment, Salary, and Benefits
Initially, you will work remotely as we move locations (Rockville, MD). Then you’ll enjoy a flexible hybrid schedule with two days in-office weekly to collaborate with colleagues. Some domestic travel is required, including 10 days at the ARVO Annual Meeting. The budgeted salary range for this position is
$125-150k . We offer comprehensive benefits including medical, dental, vision, life, and disability insurance; flexible spending accounts; retirement match; parking or transit allowance; generous PTO (12 holidays, 12 vacation days increasing to 18 in year 2, and 10 sick days); and tuition reimbursement for professional development. ARVO values a flexible, high-performing environment with collegial, collaborative colleagues. Qualifications
7–10 years of progressive experience in meeting planning, logistics, and project management for large-scale events; experience with scientific or academic meetings and familiarity with program planning processes preferred Bachelor’s degree required; advanced degree or certifications (e.g., CMP, CEM) preferred Knowledge of audiovisual and event technology solutions for complex meeting environments Proven ability to build and maintain relationships with vendors, contractors, and internal cross-functional teams Strong leadership and mentoring skills; ability to operate in high-pressure, deadline-driven environments; emotional intelligence is critical About ARVO
The Association for Research in Vision and Ophthalmology (ARVO) is the largest and most respected eye and vision research organization, with nearly 12,000 members from over 75 countries. Our mission is to advance research to understand the visual system and prevent, treat, and cure its disorders. EEO Statement
Staffing Advisors is committed to reducing bias in every aspect of the hiring process. 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. We encourage applicants from diverse backgrounds and career experiences.
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Join to apply for the
Director, Meetings
role at
Association for Research in Vision and Ophthalmology (ARVO) . ARVO’s Annual Meeting is the premier event for eye and vision researchers, attracting 10K+ attendees from over 75 countries. You will lead the logistics of ARVO’s event portfolio—from citywide conventions like the Annual Meeting to smaller conferences and workshops—serving as the lead point of contact for venues, CVBs, convention centers, hotels, vendors, and internal stakeholders. This role reports to the Executive Director and supervises one direct report, with potential involvement in ARVO’s international expansion through new regional events. Reporting structure and goals emphasize accuracy, coordination, attention to detail, critical thinking, sound judgment, and the ability to manage multiple complex projects. You will work with cross-functional teams, an external logistics partner, and a structured onboarding plan. Base pay range
$125,000.00/yr
-
$150,000.00/yr What you’ll do
You will oversee the logistics for an event portfolio that drives a substantial portion of ARVO’s revenue and supports researchers in presenting and exchanging findings. Key responsibilities include: Meeting Operations Oversee logistical planning and execution of the Annual Meeting in coordination with senior leadership and internal teams Contribute logistical insights to vendor-related negotiations during future site selection processes in collaboration with senior leadership Lead external partner engagement and coordination with CVBs, hotels, vendors, and on-site teams for seamless Annual Meeting execution In partnership with housing bureaus and third-party vendors, establish room blocks and pricing, ensure attendee communications, and review post-meeting reconciliations with hotels Oversee all operational logistics, including food and beverage planning, audiovisual production, temporary staffing, security, and on-site infrastructure Develop and manage comprehensive project plans with timelines, deliverables, and stakeholder responsibilities Manage travel arrangements and rooming lists for staff, key volunteers, and VIPs Develop, implement, and maintain operational policies and procedures, including SOPs, training materials, and internal schedules Identify, recommend, and draft updates to policies and workflows to optimize meeting operations Prepare and manage meeting budgets; monitor expenditures and ensure alignment with financial objectives Directly supervise full-time staff, temporary personnel, and vendors Serve as project lead or key team member on cross-functional initiatives Work Environment, Salary, and Benefits
Initially, you will work remotely as we move locations (Rockville, MD). Then you’ll enjoy a flexible hybrid schedule with two days in-office weekly to collaborate with colleagues. Some domestic travel is required, including 10 days at the ARVO Annual Meeting. The budgeted salary range for this position is
$125-150k . We offer comprehensive benefits including medical, dental, vision, life, and disability insurance; flexible spending accounts; retirement match; parking or transit allowance; generous PTO (12 holidays, 12 vacation days increasing to 18 in year 2, and 10 sick days); and tuition reimbursement for professional development. ARVO values a flexible, high-performing environment with collegial, collaborative colleagues. Qualifications
7–10 years of progressive experience in meeting planning, logistics, and project management for large-scale events; experience with scientific or academic meetings and familiarity with program planning processes preferred Bachelor’s degree required; advanced degree or certifications (e.g., CMP, CEM) preferred Knowledge of audiovisual and event technology solutions for complex meeting environments Proven ability to build and maintain relationships with vendors, contractors, and internal cross-functional teams Strong leadership and mentoring skills; ability to operate in high-pressure, deadline-driven environments; emotional intelligence is critical About ARVO
The Association for Research in Vision and Ophthalmology (ARVO) is the largest and most respected eye and vision research organization, with nearly 12,000 members from over 75 countries. Our mission is to advance research to understand the visual system and prevent, treat, and cure its disorders. EEO Statement
Staffing Advisors is committed to reducing bias in every aspect of the hiring process. 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. We encourage applicants from diverse backgrounds and career experiences.
#J-18808-Ljbffr