Director, Meetings & Events

The Association for Research in Vision and Ophthalmology (ARVO) convenes a global community of eye and vision science researchers through its Annual Meeting and a year-round portfolio of educational and professional events. The ARVO Annual Meeting is a premier citywide gathering in vision science, convening more than 10,000 researchers and clinicians from over 75 countries for five days of scientific exchange, collaboration, and discovery. It remains a cornerstone of ARVO’s role in advancing and connecting the global research community.

As Director of Meetings & Events, you will lead the logistics and delivery of ARVO’s meetings and events portfolio. This includes operational planning for the Annual Meeting to maintain its high level of prestige and appeal while strategically enhancing it over time, as well as oversight of a diverse mix of regional meetings, workshops, board and committee meetings, fly-ins, and virtual and professional development events. As ARVO builds its international events program, you will play a key role in planning and operations for those events within the broader portfolio. Your work will further expand ARVO’s global reach and increase access to groundbreaking research and advancements in vision science worldwide.

Reporting to the Executive Director and supervising one direct report, you will work at the center of ARVO’s meetings and events ecosystem. You’ll partner closely with internal teams—supporting programs, communications, membership, finance, and operations—as well as with long-standing vendor partners who play a critical role in the success of ARVO’s events. You will be the primary logistics lead across these relationships, connecting planning, timelines, and execution through a collaborative, cross-functional approach.

How You’ll Make an Impact

You will oversee the operational delivery of an events portfolio that represents a significant component of ARVO’s engagement and financial model. Your work will support opportunities for researchers to share new findings, connect across disciplines, and strengthen the global vision science community. Key responsibilities include:

Meeting & Event Operations

• Lead logistical planning and execution for the ARVO Annual Meeting and other in-person and virtual events, in coordination with internal teams and senior leadership.
• Serve as the primary operational liaison with venues, convention centers, hotels, CVBs, housing bureaus, and key external vendors, including the general service contractor (GSC).
• Oversee hotel room block strategy and housing operations in partnership with third-party providers; manage post-event reconciliation with hotel partners.
• Coordinate all on-site logistics including audiovisual production, food and beverage, temporary staffing, security, transportation, and infrastructure needs.
• Develop and manage clear project plans for each event, outlining timelines, deliverables, stakeholder roles, and decision points.

Planning, Administration & Leadership

• Prepare and manage event budgets, monitor expenses, and support accurate post-event financial reconciliation.
• Maintain and evolve operational procedures, including SOPs, planning resources, and documentation that support consistency and continuity across the event portfolio.
• Supervise assigned staff and coordinate the work of temporary personnel and external partners.
• Serve as a contributor or operational lead on cross-functional initiatives related to meetings, systems, or process improvements.

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 $125K–$150K. 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.
• 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

• 7+ 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 or commensurate experience; an advanced degree or relevant certifications (e.g., CMP, CEM) are preferred.
• Knowledge of audiovisual and event technology solutions to support complex meeting environments.
• Proven ability to build and maintain effective relationships with vendors, contractors, and internal cross-functional teams.
• Strong leadership skills with experience collaborating across organization teams, managing and mentoring staff in high-pressure, deadline-driven environments. Emotional intelligence is critical for this position.

About ARVO

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.

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. 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.