Travel and Event Coordinator

Summary

Join ZERO TO THREE as their Travel and Event Coordinator, overseeing all travel planning and coordination for the Safe Babies Project and the Policy Center. You will support the development and implementation of an annual meeting plan, manage travel arrangements, handle contracting with vendors, and manage event registration and on-site logistics. This role requires strong knowledge of the hospitality industry and at least 5 years of experience in meeting planning. The position offers a competitive salary in the mid $50,000s to $70,000 range, along with a comprehensive benefits package.

Requirements

• 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
• BA/BS in a related field or relevant work experience

Responsibilities

• 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
• Coordinate and create itineraries for travelers including all reservation and confirmation information
• Ensure travel bookings are complete/accurate/timely and ZERO TO THREE’s travel policies are met
• Ensure all necessary documentation of travel arrangements is maintained and reconcile travel charges for appropriate departments
• Assist in reviewing corporate charges to ensure ZERO TO THREE’s travel policies are adhered to
• 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
• 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)
• Assist with site selection, requests for proposal development, and contract negotiations
• Identify and oversee all vendor contracting (with host property, audio visual, and other vendors as needed)
• Be responsible for the coordination of meeting and event logistics, including food and beverage, audio visual, technology, transportation, and other related requirements
• Assist in preparation and final production of all event specific materials including name tags
• Develop a plan for virtual/hybrid meeting options (as needed) including platform/vendor selection, coordination with audio visual vendor, and staffing plan
• Work with Finance and Accounting and submit event-related invoices for processing
• 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
• Develop and launch an online registration/event website; ensure meeting registration system meets federal baseline security requirements and complies with federal requirements
• Prepare and deliver meeting materials for participants and oversee and execute mailing logistics and TA materials delivery, as needed
• Provide logistical support for in-person, virtual, or hybrid Event
• Demonstrate effective on-site problem solving and superior customer service to attendees on site
• 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
• Performs other duties as assigned to ensure the efficient and effective functioning of the department -or- project

Benefits

• Medical
• Dental
• Vision
• HRA
• Retirement contributions
• Generous leave benefits