Senior Director of Meetings

About the role

The Association for Research in Vision and Ophthalmology (ARVO) Annual Meeting is the premier event for eye and vision researchers, attracting 10K+ attendees from over 75 countries. This five-day event encompasses hundreds of sessions, including paper and poster presentations, symposia, and special interest group meetings, alongside numerous ancillary meetings and networking events. As Senior Director of Meetings, you’ll oversee the logistical planning and execution 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, city convention and visitors bureaus (CVBs), convention centers, hotels, general service contractor (GSC), and internal stakeholders. This is a unique opportunity to lead one of the world’s most respected scientific conferences and apply your expertise in managing complex, citywide events to deliver a world-class experience that fuels discovery, fosters global collaboration, and accelerates progress in preventing, treating, and curing vision disorders.

Reporting to the Executive Director, working closely with the senior team, and supervising one direct report, you will take the lead on a well-established and financially secure meetings program. In addition to the Annual Meeting, you’ll oversee a growing portfolio of 1–5 smaller conferences and workshops annually, including regional meetings and ARVO symposia at partner society events. As you grow in the role, you’ll also help shape ARVO’s international expansion, leading the development of new regional events that support our strategic goal to deliver year-round, accessible value to members worldwide.

This role requires a great deal of accuracy, coordination, attention to detail, critical thinking, sound judgment, and the capacity to manage multiple complex projects efficiently. You’ll have the support of cross-functional staff who deeply value the success of these events, a long-standing external logistics partner, and a structured onboarding period working alongside the leadership team.

Responsibilities

• Meeting Operations: Lead the planning and execution of all logistical aspects of the Annual Meeting, including RFP processes, vendor selection and management, contract negotiations, and pricing.
• Meeting Operations: Lead site selection and contract negotiation processes for future meeting locations.
• Meeting Operations: Serve as the primary contact with CVBs, hotels, vendors, and on-site teams to ensure seamless coordination and execution.
• Meeting Operations: Liaise with the vendor in charge of housing arrangements, establish room blocks and pricing, and ensure accurate communication with attendees. Review post-meeting reconciliation with hotels.
• Meeting Operations: Oversee all operational logistics, including food and beverage planning, audiovisual production, and on-site infrastructure.
• Meeting Operations: Develop and manage comprehensive project plans for each meeting, defining timelines, deliverables, and stakeholder responsibilities.
• Meeting Operations: Manage travel arrangements and rooming lists for staff, key volunteers, and VIPs.
• Administrative Leadership: Develop, implement, and maintain operational policies and procedures, including the creation and maintenance of electronic standard operating procedures (SOPs), training materials, and internal schedules.
• Administrative Leadership: Identify, recommend, and draft updates to policies and workflows to optimize meeting operations and support organizational goals.
• Administrative Leadership: Prepare and manage meeting budgets; monitor expenditures and ensure alignment with financial objectives.
• Administrative Leadership: Directly supervise full-time staff, temporary personnel, and vendors.
• Administrative Leadership: Serve as project lead or key team member on cross-functional initiatives.

Work Environment

Enjoy a flexible hybrid schedule with on-site collaboration in our Rockville, MD office as needed. Office presence may vary throughout the year based on business needs and event schedules. Travel is required, including approximately 7–10 days at the ARVO Annual Meeting. 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.

Pay

The budgeted salary range for this position is $150K – $175K.

Benefits

• 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
• Tuition reimbursement for professional development

Qualifications

• 10–15 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 are strongly preferred.
• A bachelor’s degree is required; an advanced degree or relevant certifications (