Description
Position Summary :
We are seeking an individual to join the Meetings & Travel Department of this dynamic and fast-paced organization. We're looking for an organized, detail-oriented professional who enjoys planning events and takes pride in every detail. We are looking for someone who can hit the ground running in providing daily travel oversight and, as well as overseeing union-wide meetings and events, including conventions, meetings, conferences, summits, trainings, and other activities requiring meeting logistics and travel. Under the supervision of the Operations Director, the Coordinator collaborates in the overall development and implementation of the department's strategic organizational plan.
Requirements
Major Areas of Responsibility
- Manages multiple systems and databases such as Salesforce, Concur, Zendesk and Bizaboo.
- Works with UHW divisions / departments in coordinating and implementing meetings and travel
for staff and members.
Act as main contact for event venues and vendors; actively prospect new event venues andcontacts.
Develop and adhere to detailed event budget, negotiating contracts and services with vendors,and tracking expenses.
Responsible for vendor management, includes but not limited to identifying, sourcing andmanaging relationships with vendors.
Plan and implement large-scale special events.Research and select appropriate venues based on program needs, capacity, location and cost.Review, negotiate and execute all event contracts including but not limited to talent, venue,catering services, staffing needs, etc; ensure contract and payment completion.
Identify innovative ideas, technology, and best practices to improve operational excellence to drivetraveler satisfaction and safety, policy compliance, cost reduction, and program efficiency.
Support the day-to-day travel operations of the organization and provide solutions with followthrough travel related issues for employees and members.
Ensure and track compliance with all configured travel policies and procedures and provide analysisand reports as needed.
Train / walk travelers and travel arrangers through the use of travel-related technology componentsincluding but not limited to the online booking tool
Leads the team of dedicated admin in booking and securing travel for members and staff.Performs other duties as required to support the department and its mission.Qualifications
Minimum of 3years prior meeting planner experience.Strong passion for and commitment to the labor movement and other social justice movements.Eager to be successful, humility to learn and willingness to take risks.Ability to develop and maintain good working relations with diverse membership and staff.Ability to take initiative, to work collaboratively with a team, and manage evolving needs of theevent and ensure successful execution.
Three years of meeting and event planning in a fast paced / short lead time environment.Strong time management skills.Bilingual is a plus.Excellent planning, execution, organization, and multitasking skills.Self-motivated with the ability to work independently.Highly proficient with Microsoft Office Suite (including Office 365, SharePoint, Word, Excel, andPowerPoint).
Qualified applicants must be able to balance multiple demands, be comfortable with aggressivetimelines, and quickly change directions when priorities shift
Knowledge of meeting planning policies and procedures with the ability to create and update traveland event documentation and procedures
Knowledge of budget management and preparation.Demonstrated in-depth knowledge of travel industry systems such as SAP Concur Travel.Ability to effectively manage and prioritize a high volume of demands, concurrent projects andmeet established timelines with quick turnaround time
Experience in union or other non-profit is a plus.Proven ability to communicate effectively, both orally and in writing; ability to make presentations.Relationships :
The Coordinator works closely with and interacts with employees, Union members, unorganized workers, employers, government officials, the Executive Board members, officers, other staff, staff from other labor organizations, hotels, vendors, and grassroots organizations.
Tools :
The coordinator is required to have a valid driver's license, automobile insurance and a workingautomobile.
Vehicles purchased must be union made as approved by the United Auto Workers Union as acondition to receive the auto allowance.
Physical Requirements
Sitting at a computer workstation for extended periods (up to four hours at a time) typing; Ability tobend and stoop; Ability to lift up to 10lbs.
Employees must recognize that working in the labor movement is tough, demanding work, whichsometimes requires working long irregular hours including weekends, nights and holidays that may
necessitate over time;Driving / Travel both statewide and out of state with overnights and periods away from home maybe required.
