Fast Facts
Join our team as a Travel and Event Coordinator where you will manage travel planning and event logistics for the Safe Babies Project and Policy Center, ensuring a seamless experience for all participants.
Responsibilities: Coordinate travel and logistics for approximately 10 annual in-person meetings, assist with event planning, vendor contracting, on-site management, and registration activities, while ensuring compliance with travel policies.
Skills: 5+ years of experience in meeting planning, expertise in hospitality, strong negotiation skills, proficiency in MS Office, exceptional customer service, and great communication abilities are required.
Qualifications: A BA/BS in a related field or relevant work experience is preferred.
Location: Position is based in the United States; travel is required, including overnight stays.
Compensation: $50000 - $70000 / Annually
The Travel and Event Coordinator will oversee all aspects of travel planning and coordination for the Safe Babies Project and the Policy Center. The Travel and Event Coordinator will work closely with the Project Manager for each of the in-person events that are scheduled annually to ensure that all participants and staff travel needs are arranged. The Travel Manager will ensure compliance with our travel policies while striving for cost-effective solutions and seamless experience for staff and event participants.
ESSENTIAL RESPONSIBILITIES
Broadly, this role is responsible for coordination of all Policy Center and Safe Babies in-person meeting- and travel-related tasks, including, but not limited to, the tasks below:
- Support the development and implementation of an annual Policy Center and Safe Babies meeting plan (approximately 10 events/meetings per year), including logistics, contracting, registration, and on-site management of the event.
- Provide travel support for Policy Center and Safe Babies activities where required, including flights, accommodation, local transport, and travel expense reimbursement.
- Identify host property and on-site vendor needs for each meeting, obtain Request for Proposals and conduct site selections.
- Provide on-site support for registration and logistics for each meeting.
- Provide support to other Policy Center learning events and activities as directed (in person, virtual, hybrid), including webinars, learning circles, listening sessions, and peer calls.
- Travel is required, including overnight stays.
This role will support the travel and events workstreams for the Policy Center and Safe Babies; specific tasks and responsibilities are outlined below:
Development and Implementation of Annual Meeting/Events Plan
In partnership with the Director of Special Projects, Strategic Operations Director, and operations staff, the Travel and Events Coordinator will support the development and implementation of the annual Policy Center and Safe Babies meeting plan, ensuring alignment with meeting goals. The Travel and Event Coordinator will utilize a task-tracking process and event planning schedule to achieve all intended meeting deliverables within the specified timeframe and with quality.
Travel Management
The Travel and Event Coordinator will coordinate and create itineraries for travelers including all reservation and confirmation information. The Travel and Event Coordinator will ensure travel bookings are complete/accurate/timely and ZERO TO THREE’s travel policies are met. The Travel and Event Coordinator will ensure all necessary documentation of travel arrangements is maintained and reconcile travel charges for appropriate departments. The Travel and Event Coordinator will assist in reviewing corporate charges to ensure ZERO TO THREE’s travel policies are adhered to. The Travel and Event Coordinator will assist travelers with travel reservations within ZERO TO THREE’s booking platform and assist travelers with the completion of accurate, timely, and complete expense reimbursement reports in accordance with ZERO TO THREE’s policy.
Contracting
In partnership with the Director of Special Projects, Strategic Operations Director, and operations staff, the Travel and Event Coordinator will identify host property and on-site vendor needs (e.g., Audio Visual services) for each meeting, obtain Request for Proposals (RFPs), and conduct site selections (including assessing meeting room needs). The Travel and Event Coordinator will assist with site selection, requests for proposal development, and contract negotiations. The Travel and Event Coordinator will identify and oversee all vendor contracting (with host property, audio visual, and other vendors as needed). The Travel and Event Coordinator will be responsible for the coordination of meeting and event logistics, including food and beverage, audio visual, technology, transportation, and other related requirements. The Travel and Event Coordinator will assist in preparation and final production of all event specific materials including name tags. The Travel and Event Coordinator will develop a plan for virtual/hybrid meeting options (as needed) including platform/vendor selection, coordination with audio visual vendor, and staffing plan. The Travel and Event Coordinator will work with Finance and Accounting and submit event-related invoices for processing.
Registration Activities
The Travel and Event Coordinator will be responsible for the coordination of the pre- and post-event registration process. This includes organizing, tracking, and sharing event RSVP lists and updating post event attendee lists. The Travel and Event Coordinator will develop and launch an online registration/event website; ensure meeting registration system meets federal baseline security requirements and complies with federal requirements. The Travel and Event Coordinator will prepare and deliver meeting materials for participants and oversee and execute mailing logistics and TA materials delivery, as needed.
On-Site Logistics
The Travel and Event Coordinator may provide logistical support for in-person, virtual, or hybrid Event. The Travel and Event Coordinator will demonstrate effective on-site problem solving and superior customer service to attendees on site. The Travel and Event Coordinator will serve in an onsite event production capacity for an/all needs related to onsite support including registration table staffing, coordination with on-site AV vendors, etc.
Other Related Tasks as Assigned
Performs other duties as assigned to ensure the efficient and effective functioning of the department -or- project.
ESSENTIAL SKILLS & EXPERIENCE
- Strong knowledge of the hospitality industry and adept at working/negotiating with a variety of departments within this industry, including management, events, food and beverage, reservations, audio visual vendors, etc.
- Minimum 5 years of experience meeting planning and logistical support for both small (50 attendees) and large-scale meetings (up to 500 attendees) -- including virtual, in-person, and hybrid formats.
- Demonstrated ability to consider/integrate unique cultures/communities in meetings and events.
- Commitment to exceptional customer service.
- Ability to manage multiple and simultaneous responsibilities effectively and efficiently.
- Ability to be flexible and adaptable to dynamic changes in the work environment.
- Demonstrated team ethic and commitment to collaborative work.
- Strong oral and written communication skills.
- Proficient in MS Word, Access, Excel, PowerPoint, and SharePoint.
- Encourages and practices critical thinking.
- Self-reflective and empathetic.
- Recognizes the influence of workplace relationships on outcomes and results.
- Maintains a respectful and accepting approach to others.
- Awareness of the influence of the larger context on individual behavior.
- Collaboratively and creatively supports the work efforts of colleagues at all levels and in all areas of the organization.
ESSENTIAL QUALITIES
- Encourages and practices critical thinking
- Is self-reflective and empathic
- Recognizes the influence of workplace relationships on outcomes and results
- Maintains a respectful and accepting approach to others
- Awareness of the influence of the larger context on individual behavior
- Collaboratively and creatively supports the work efforts of colleagues at all levels and in all areas of the organization
EDUCATION
BA/BS in a related field or relevant work experience.
COMPENSATION & BENEFITS
This position's salary is estimated to be mid $50,000s to $70,000 depending on experience, geo-location, budget, and other comparable and similarly scoped internal positions. In addition to salary, ZERO TO THREE offers a comprehensive benefits package including medical, dental, vision, HRA, retirement contributions, generous leave benefits and more.
PHYSICAL REQUIREMENTS
While performing the responsibilities of the job, the employee is frequently required to use finger dexterity and sufficient hand dexterity to use a computer keyboard and be capable of reading a computer screen. Also, they may need to remain seated for extended periods, can perform repetitive motions, and reach for objects. An employee is frequently required to hold a writing instrument, communicate verbally, and hear well enough to detect nuances and receive detailed information. They may be required to grasp objects, push, and pull objects, bend, stand, walk, squat, or kneel. Vision abilities required by this job include close vision for data preparation or analysis, and expansive reading. May need to lift up to 30 pounds.
