Manager of Events and Travel

Manager of Events and Travel

Location: Remote

Status: Exempt

About CJNRC

The Climate Jobs National Resource Center (CJNRC) is a labor-led organization at the forefront of the fight to combat the climate crisis and reverse racial and economic inequality.

CJNRC is the hub of a growing network of union-led, state-based climate jobs coalitions, providing unions with the information, support, and expertise to lead on climate action. The coalitions we support are organizing to build a clean energy economy at the scale and pace that climate science demands, create and expand access to good union jobs in under-resourced communities, and advance equity.

CJNRC and our network of coalitions are at the leading edge of both workers’ rights and climate action, two defining issues of our time. The coalitions have helped pass the nation’s most ambitious climate policies, won the strongest labor and equity standards for clean energy workers in the country, and built winning campaigns for worker-centered and equity-focused climate investments and good union jobs that will transform the future of the US economy.

Position Description

The Manager of Events and Travel facilitates meaningful connections across CJNRC teams and partner organizations in person and virtually. CJNRC staff and partners convene across the US and internationally each year with a mix of in-person, hybrid, and fully virtual events/meetings. This Manager is expected to be onsite for many of these meetings.

The Manager of Events and Travel creates and maintains the CJNRC events and travel infrastructure as a critical investment that advances the ability of staff and partners to build relationships and experience the vision and mission of CJNRC. The Manager of Events and Travel works closely with the Assistant to the President on behalf of the leadership team.

Principal Responsibilities:

Events and Travel Logistics

• Manages planning logistics and execution for internal virtual meetings and in person meetings and events.
• Work directly with meeting leads and their staff to ensure that all the logistics before, during, and after the convenings are coordinated on time and on budget.
• Coordinate in-person meetings and event logistics, including venue sourcing, technical support, coordinating travel, meals, run of show agendas, and tracking budget to actuals.
• Support meeting attendees, including anticipating needs, booking flights, communicating logistics information in advance and on site, helping with ground transportation, and generally providing holistic user experience support.
• Greet attendees and provide on-site technical and general support to team meeting leads and their staff.
• Print or make copies of documents as needed. Provide online storage of all final materials that are easily accessible.
• Work with the leads to order meals according to budget and dietary restrictions, and oversee on-site meal set up and clean up.
• Create care packages or gift cards for virtual gatherings, including ordering and receiving goods and packaging, creating accurate address mailing lists and mailing packages. Manage storage of contents paid for by CJNRC.
• Provide resources to internal and partner organizations, including sharing convening templates, budget creation, registration, execution, and, if necessary and capacity allows, supporting on-site.
• Represent CJNRC in a professional and compassionate manner.

Vendor and Systems Management

• Create and maintain internal systems and processes.
• Maintain vendor contacts and relationships to provide vendor recommendations around caterers, hotels, meeting venues, transportation companies, and printers.
• Work with event vendors, including technology, and venues, catering, rooming lists, production, and other related tasks.
• Manages all organization-wide event and travel vendors, including the travel management company responsible for ticketing all travel, self-service travel booking tool, venue sourcing, hybrid meeting platforms, hotel payment, rental car, etc.
• Administer the centralized travel booking system to promote the best user experience for all staff and guests, provide training, detailed reporting and forecasting trends, and maximize savings.
• Administer the online event platform to create the landing websites for all events, including the attendee registration page, documents and resources, event notifications and information, and surveys. This platform also includes registration forms, frequent flyers' travel profiles, hotel rooming lists, etc.
• Manages external event production from sourcing to completion as needed.

Operations Management and Administration

• Maintain organized online records of vendors, budgets, agendas, and other documents related to events and travel.
• Assist with creating and updating user guides and training materials.
• Create and provide reports to leadership about CJNRC’s trends and travel costs/savings, including recommendations for improving cost savings, experience, and efficiencies.
• Maintain a calendar of past and future convenings and events. Update organizational calendar with appropriate convenings.
• Solicit feedback from users regarding experiences related to the travel and convening programs, track areas of improvement, work with leadership to implement.
• Work with finance to process reimbursements on behalf of partners attending in-person convenings.
• Reconcile event budget expenses and monthly credit card of all meeting and travel expenses.
• Run RFP processes regularly to ensure CJNRC travel and convening vendors at or above industry standards.
• Perform other duties as assigned.

Desired Skills / Qualifications

CJNRC is seeking candidates who are passionate about our mission, are highly motivated and proactive, possess savvy judgment, and have a solution-oriented mindset. Successful candidates will build relationships and coordinate well with colleagues to advance a sophisticated event and travel program that meets the unique needs of CJNRC.

To thrive in this role, candidates shall be able to communicate information and ideas professionally and in a timely manner. We seek someone with excellent interpersonal and relational skills, who is adaptable, able to multitask and prioritize responsibilities, and reliable with strong attention to detail.

While no one candidate will embody all of the qualifications below, our ideal candidate will bring:

Experience

• 5-7 years of experience in supporting administrative functions and project and/or event management and travel planning
• Ability to travel up to 40% (1-2 days a month, including weeklong trips four to five times a year)
• Able to work in person with irregular hours during and days leading up to events
• Proficiency in online communication platforms
• Strong writing skills, especially in creating informational guides
• Work well with people at all levels, internally and externally
• Ability to maintain and respect confidentiality
• Experience with an online event attendee hub preferred
• Previous experience working in fast-paced settings with strict deadlines preferred

Working Conditions: This is a full-time remote position. Long hours will be required on occasion. The position may require occasional travel. CJNRC follows public health guidance.

This Position Reports To: Assistant to the President

Travel Requirements: Approximately 40% travel is required for this role, including at least one trip internationally annually. A valid Passport is required.

Salary and Benefits: The salary range for this role is $100,000 to $120,000 annually, based on experience. CJNRC offers an excellent benefits package that includes employer-paid premiums for medical, dental, vision, and life insurance plans for full-time staff and their qualified dependents, a 401(k) plan with employer contribution, a voluntary dependent care assistance program, and generous time off.

Position Location: Remote in the United States

Closing Date of Position: Open until filled

How to Apply:

To apply, please send your resume and cover letter (both in PDF format) via the Movement Talent Opportunity Board application portal by clicking the "Apply To This Job" button: https://recruitcrm.io/apply/17292599688460060944Xvi