AFL-CIO

Meetings and Travel Director Jobs at AFL-CIO

Sample Meetings and Travel Director Job Description

Meetings and Travel Director

  • OVERVIEW OF RESPONSIBILITIES:
    The Meetings and Travel Department (M&T) manages all contracts, planning and logistics for the Federation's meetings, events and travel arrangements, with a continuous focus on maximizing value and minimizing cost. M&T plans over fifty meetings and events a year for guests ranging from 20 to 2,500.
    The Meetings and Travel Director is responsible for the management, coordination and efficiencies of three major administrative functions for the AFL-CIO: planning meetings, events and conventions; negotiating discount programs; and managing travel systems.
    To support these responsibilities, the Director builds and maintains successful working relationships within the meetings and travel industry, among affiliates and allied organizations, and with internal department staff to collaboratively achieve AFL-CIO objectives.
    The Director reports to the Executive Assistant to the AFL-CIO Secretary-Treasurer.
    DESCRIPTION OF DUTIES:
    • Develops, implements and evaluates compliance of meeting and travel policies and procedures to achieve maximum efficiencies and cost-savings for the Federation;
    • Develops and maintains working relationships with our affiliates and other allied organizations and provides regular communications regarding trends, changes and updates in meeting and travel industries;
    • Negotiates collective national discounts with travel vendors utilizing the united strengths of our Federation, affiliates and allied organizations;
    • Manages site selections and contract negotiations for AFL-CIO meetings, events and conventions while meeting organizational budget needs;
    • Negotiates, reviews and approves all vendor contracts associated with AFL-CIO meetings, events and conventions including, but not limited to, ground transportation, venues, audio-visual needs, security and catering orders;
    • Provides cost analysis projections to AFL-CIO departments, including alternative options, for determining venues for each function;
    • Manages the oversight and administration of online meeting registration systems;
    • Develops and manages staff travel systems and efficiencies;
    • Consults with the Executive Offices and the Accounting Department to monitor the Federation's travel budget to provide cost-savings and system-improvements;
    • Stays abreast of travel industry trends, technological advancements and alternative meeting approaches;
    • Manages and directs department staff.
    QUALIFICATIONS:
    • Bachelor's Degree in a business related discipline, or travel industry, or hospitality management, or equivalent experience;
    • Extensive knowledge of the AFL-CIO, the labor movement and its internal structure;
    • Demonstrated experience of successfully managing, coordinating and planning complex meetings, events and conventions with multiple components;
    • Extensive experience successfully evaluating, developing and managing meeting and online travel systems including the approval and review process;
    • Extensive experience negotiating contracts including, but not limited to, hotels, conference centers, ground transportation, catering, security and audio-visual companies;
    • Demonstrated successful ability to work in a high-pressure environment with multiple and changing priorities, deadlines and conditions;
    • Excellent interpersonal skills;
    • Demonstrated experience managing politically-sensitive relationships;
    • Demonstrated ability working as a team player;
    • Demonstrated experience leading and directing staff;
    • Demonstrated ability to exercise discretion;
    • Demonstrated ability to work collaboratively and respectfully with high level officers and representatives of the labor movement, as well as peers;
    • Demonstrated ability drafting, analyzing and managing budgets;
    • Ability to conceptualize and develop strategic work plans with measurable goals;
    • Demonstrated decision-making, problem solving and analytical skills with particular attention to detail and accuracy;
    • Proven networking capability;
    • Strong written and oral communication skills;
    • Ability to work extended hours, weekends and holidays;
    • Ability to travel frequently and for extended periods of time.

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