United States Equestrian Federation Lexington, KY, USA
Nov 18, 2019Full time
Travel and Events Manager United States Equestrian Federation Lexington · KY Under general direction of the Senior Director of Marketing and Events, this position is responsible for planning and scheduling all meetings and events, including the yearly Annual Meeting, year-end awards dinners, BOD meetings, mid-year BOD meeting, and continuing education clinics. This role oversees all aspects of travel; ensuring all events and activities are within budget and in compliance with Federation rules and procedures; negotiating and maintaining contracts with vendors, and ensuring the travel and event needs of the Federation are met in a cost effective manner. This position will be physically located in Lexington, Kentucky. Some extended hours of availability, including nights, weekends, and holidays are required. Plans, manages and executes all aspects of all organization meetings, including annual meeting, year-end awards dinners, BOD meetings, mid-year BOD meetings, and continuing education clinics. Ensures all onsite needs are met appropriately. Responsibilities include: contract negotiations, registration, schedule, room blocks, AV needs, catering. Manages budget for annual meeting and mid-year BOD meeting as well as reconciles expenses associated with these events in addition to other Federation events and travel. Maintains online travel tool and travel affinity programs. Serves as the liaison between the Travel Agency and the Federation. Assists staff with questions and issues surrounding booking travel Manages room blocks for Federation events and negotiates favorable rates for Federation Advises and creates proposals for selection of hotels, meeting spaces, catering, AV needs and logistics for Federation events. Contracts with vendors to ensure onsite needs are met. All details of Federation meetings are effectively planned in advance, in a cost effective manner, onsite difficulties are minimized, and the Federation is represented professionally and in alignment with vision and mission of organization. Travel and accommodations are arranged effectively and meet the needs of the Federation in a cost effective manner. Develop relationships with vendors to improve negotiations and maximize opportunities for organization Travel programs, contracts, and requests for proposal result in meeting the Federation’s travel and event needs in a cost effective manner. Works closely with Marketing staff as well as other departments to assist with travel/event needs and find savings and efficiencies. JOB SPECIFICATIONS: EDUCATION High School diploma required. Some college preferred. EXPERIENCE Minimum two years directly related experience required SKILLS AND ABILITIES Must have excellent communication skills and the ability to work with others effectively. Knowledge of the travel industry, hotel and meeting planning, and budget management required. Requires strong negotiation skills and attention to detail. Ability to work well under pressure, able to handle multiple projects at one time and meet deadlines. Ability to work some extended hours including nights, weekends, and holidays. Some travel required. **Please attach a resume in either Word document or PDF format. Applications that do not meet this requirement will not be considered.** We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.