Description

JOB QUALIFICATIONS

Under the direction of the Director of Internal Operations, the Meetings and Travel Director plans and coordinates roughly 20 meetings annually, ranging in size from 10 to 500+ participants. Overall responsibilities include assisting the director with placement of meetings, negotiating contracts, coordinating logistical arrangements for assigned meetings and working on-site to manage, troubleshoot, and ensure meetings flow smoothly.

 In addition, the Meetings and Travel Director coordinates the IFT Convention, including the convention program and all convention activities. The Meetings and Travel Director also assists the Chief Executive Officer, Chief of Staff, and other administrators in all aspects of meeting planning, with duties varying depending upon operational needs. 

 Applicant must be a highly organized, detail-oriented professional with at least five (5) years’ experience in large-scale meeting planning, a Certified Meeting Professional (CMP) Certification, or both. 

 Applicant must be adept at working under pressure while meeting deadlines and effectuating last-minute program changes with interdepartmental staff as well as outside businesses. 

 Applicant must display exceptional interpersonal and communication skills. Experience working with unions is preferred. 

 Applicant must be comfortable and competent while working both independently and collaboratively within a team. 

 Applicant must expect and be willing to work a variable schedule, including evenings and weekends, and be prepared to drive long distances. 

 Applicant must be adaptable, flexible and comfortable within dynamic situations and settings.

 Applicant must demonstrate a strong understanding of and commitment to racial and social justice and will advocate for these in the execution of the Main Functions.

Requirements

MAIN FUNCTIONS

Responsible for meeting planning duties for the following events as they occur:

        IFT Convention

        IFT Leadership/Presidents’ Conference

        IFT LEAD Training

        IFT PSRP/Public Employees Conference

        IFT Higher Ed Conference

        IFT Executive Board meetings and retreats

        IFT Constituency Council/Committee Meetings

        IFT DFO Staff Trainings

        IFT Staff Meetings and retreats

        IFT ULI North and ULI South

        IFT/AFT Great Lakes Union Leadership Institute

        IFT functions held in conjunction with AFT meetings

        Other meetings as authorized by the Executive Board

 Responsible for the following meeting planning functions:

        IFT meeting calendar/meeting dates

        Hotel/venue site selection
        Budget compliance - ensure meeting costs are within IFT budget

        Negotiate hotel and venue contracts

        Negotiate and coordinate audio/visual needs with venue

 Manage Banquet Event Orders

        Meeting Room Sets

        Event Menus

 Coordinate and Manage: 

        Meeting Timelines

        On-line Registration

        Communication with attendees, presenters, and IFT staff

        Meeting needs with Department of Communications

        Program Schedule/Agenda

        Conference Preparation

        On-site Meeting Functions

        Transportation of Materials

        Evaluation

        Reconcile All Invoices

General:

        Advise and assist in all IFT Meetings Department and RMH Center functions. 

        Report directly to IFT Director of Internal Operations.

        Coordinate and organize work as directed by the IFT Chief Executive Officer, IFT Chief of Staff, and other administrators.

        Attend IFT and Departmental meetings as required.

        Other duties as assigned.