Event And Project Management Specialist

Summary

Join ZERO TO THREE's Safe Babies program as an Event and Project Management Specialist! You will plan and execute our annual peer-learning conference, support national convenings, and develop resources. Collaborate with various teams and external partners. Responsibilities include managing logistics, vendor contracts, and communications. You'll also oversee resource dissemination and project management using project management software. This role requires strong organizational and communication skills, experience in event planning, and proficiency in project management methodologies. ZERO TO THREE offers a competitive salary and comprehensive benefits package.

Requirements

• Minimum 3-5 years experience in meeting planning and logistical support for both small (50 attendees) and large-scale meetings (up to 600 attendees)—including virtual, in-person, and hybrid formats
• Strong hospitality industry knowledge and adept at working/negotiating with various departments, including management, events, food and beverage, reservations, audiovisual vendors, etc
• Demonstrated ability to consider/integrate unique cultures/communities in meetings and events
• Demonstrated experience with traditional/waterfall project management methodologies and project management software
• Exceptional organizational skills, keen attention to accuracy and detail, and ability to effectively manage multiple priorities/responsibilities against timelines
• Highly attuned interpersonal skills, including facilitating collaboration, communicating effectively across workstyles, and motivating team members to resolve conflict
• Excellent writing and verbal communication skills
• Proficiency in using Microsoft Office suite, including Word, Excel, PowerPoint, Outlook, and Teams; ability to learn new tools and software as required to fulfill the position’s duties
• BS/BA in a related field or relevant work experience

Responsibilities

• Oversee the development and implementation of an annual, in-person Safe Babies meeting (500+ person conference per year), including logistics, contracting, registration, and on-site management of the event
• Provide support to other Safe Babies professional learning events and activities, as directed (in person, virtual and hybrid), including smaller group convenings (2-3 per year) and webinars
• Develop and implement a regular communications plan with all planning and logistics partners, promptly addressing concerns if/when they arise
• Collaborate closely with project owners, consultants, helpers and approvers to establish project needs and gather information to develop all facets of project work plans and their progress, including priority level, key deliverables, roles, milestones and timelines, utilizing the team’s project management software
• Manage collaboration with external consultants and vendors (graphic designer, copyeditor, video editor, 508 compliances, etc.) whose work is integral to project success
• Regularly maintain the Resource Development Product Roadmap and Resource Matrix and assist in developing monthly progress reports for product development
• Manage project-related administrative functions such as coordinating schedules, meeting preparation, co-facilitation, codifying and sharing action items, and maintaining files and file organization
• Serve as a thought partner to the Resource and Training Development team in innovations for product development, as well as facilitating the use of tools to triage project management needs
• Manage the Product Development, National Technical Assistance (TA) Offering [Webinar Development] and Event Management Standard Operating Procedures (SoPs)
• Maintain the use of the Safe Babies National Resource Center Library (a hub with all our resources on a learning management system platform)
• Perform other duties as assigned to ensure the efficient and effective functioning of the resource and training development team

Benefits

Medical, dental, vision, HRA, retirement contributions, generous leave benefits