Meetings and Travel Director
Illinois Federation of Teachers, Westmont, IL, United States
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.
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.
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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.
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.
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