Meetings & Travel Manager

American Psychological Association; Washington (District of Columbia); Remote; USD 125,000 - 150,000; Full time

Job summary

Join a forward-thinking organization as a Meetings & Travel Manager, where you'll play a crucial role in orchestrating small meetings and events for a prestigious association. This position offers the opportunity to showcase your expertise in meeting management, contract negotiation, and logistics, all while working in a collaborative environment. You'll engage with various stakeholders, ensuring smooth operations and exceptional service. If you thrive in a dynamic setting and are passionate about creating impactful experiences, this role is perfect for you. Embrace a chance to contribute to a vital mission while enjoying the flexibility of remote work options.

Qualifications

• 5+ years of meeting management experience required.
• Advanced skills in Microsoft Office tools are essential.

Responsibilities

• Manage small meetings and events, including logistics and vendor selection.
• Oversee travel management for stakeholders and speaker arrangements.

Skills

Meeting Management

Contract Negotiation

Customer Service

Organizational Skills

Interpersonal Skills

Budgeting

Logistics Management

Confidentiality

Education

Bachelor's Degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Social Media

Job description

APA HQ
750 First Street NE
Washington, DC 20002, USA

Note: APA operates on a 37.5-hour work week with one hour lunch breaks each day. APA sets salaries based on several considerations, including years of relevant experience, level of education, and previous staff and/or governance experience at APA.

The Meetings & Travel Manager will be responsible for managing a small meetings portfolio (1-50 attendees), hotel reservations, registration, and travel for APA internal and external stakeholders.

Education and Experience Required

• At least 5 years of meeting management experience, including contract negotiation, facility review, menu planning, audio-visual equipment, budgeting, logistics, and vendor selection.
• Experience with travel partners like ATC / DEEMS or similar airlines, including ground transportation companies.
• Ability to work in a virtual team environment.
• Commitment to professional, ethical standards and confidentiality regarding sensitive matters.
• Excellent customer service skills and poise in challenging situations.
• Adherence to all meetings, events, specialty budgets, and timelines.
• Maintain current policies and procedures or provide updates as needed.
• Excellent interpersonal skills and professionalism.
• Strong organizational skills and ability to manage multiple projects against tight deadlines.
• Participation in professional development training to expand knowledge base.

Computer Skills Required

• Microsoft Word - Advanced
• Microsoft Excel - Advanced
• Microsoft PowerPoint - Experienced
• Social Media - Experienced

Responsibilities

Small Meetings (1-50)

• Work with the internal team on meetings held at the APA building.
• Plan and manage multiple small meetings and events annually, including site inspection, selection, contract negotiation, cost control, food and beverage planning, and onsite logistics.
• Interact with local hotels to book individual and small group hotel reservations.

Housing, Travel, Transportation & Speaker Management

• Develop RFP for Travel Company, Housing, and Speaker Management Software.
• Manage travel for internal and external stakeholders utilizing our travel partner.
• Oversee speaker management, including communication and logistics, serving as the primary point of contact.
• Manage speaker travel, housing, and contracts for the Annual Convention.
• Update travel policies aligning with APA’s strategies.
• Coordinate travel benefits with airlines, car rental companies, and ground transportation.
• Manage the meetings microsite and liaise with all APA partners.
• Manage staff logistics for the convention, including housing, travel, and reimbursement policy.
• Work with the housing provider on room block setup for each group.
• Provide weekly housing pick-up and travel reports.

Other

• Upload vendor bills to payable software.
• Ensure ADA services are secured for all meetings as per guidelines.
• Attend in-person meetings and travel to all meetings, including the Annual Convention.
• Ability to lift 35lbs.
• Other duties as assigned.

About APA:

The American Psychological Association (APA) represents 122,000 psychologists, students, and affiliates, primarily in the U.S. and Canada. APA is a scientific and professional organization with about 500 employees and is categorized as a 501(c)(3) along with its 501(c)(6) companion organization, APA Services, Inc.

Job Location: Remote: APA jobs may be considered for remote work eligibility as defined in APA’s Flexible Work Policy, subject to approval. Remote work employees may not work from certain states or U.S. territories.

Application Instructions:

Qualified candidates must apply online through APA’s applicant system and attach a resume and cover letter specifying salary expectations. Applications submitted without both documents are considered incomplete. Confirmation emails will be sent upon application submission.

The American Psychological Association is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, national origin, disability, protected Veteran status, sexual orientation, gender identity, or any other protected categories.