Post date: December 7, 2018
Meeting Planner – Level 4 – Federal Way, WA
The Washington Education Association is seeking applicants for the position listed above. A job description is included on the following pages. This position is currently available to internal and external applicants. Preference will be given to internal candidates.
To be considered for this position the following documents are required:
- Cover letter
- Updated résumé reflecting qualifications for this position
- Signed WEA application form
- Three (3) written references
A Washington Education Association application form is required and attached as a link at the end of this document. In addition, applications may also be obtained at the Washington Education Association located at 32032 Weyerhaeuser Way South, Federal Way, WA 98001 or by calling Human Resources at 253-765-7002 or 1-800-622-3393 extension 7002.
The preferred method for delivery of your application materials is online by following the link at the end of the job description. If you have questions or need assistance, please contact Karen Knight at the email address or phone number shown below.
Washington Education Association
Karen Knight, Human Resource Generalist
PO Box 9100
Federal Way, WA 98063-9100
FAX (253) 946-4726
The deadline for receipt of cover letter, résumé, signed application and written references is on or before January 16, 2019.
The Washington Education Association is an equal employment opportunity employer. It is the desire of the Washington Education Association to interview applicants from an applicant/interview pool that reflects the diversity of the greater community for each vacancy as it occurs.
Meeting Planner - Level 4
Supervision: This position reports to the Director of Human Resources.
Location: This position will work out of the WEA Federal Way, WA Headquarters building.
Meeting planning support functions
The primary purpose of this position is to:
- Coordinate logistics of external WEA meetings including the annual WEA and NEA Representative Assemblies
- Assist with contract negotiations (hotels, caterers and other vendors) for the purpose of coordinating Association events
- Research future meetings venues, and function as the on-site logistics coordinator for the WEA and NEA annual conventions. The position may also be involved in activities related to internal meetings.
- Create documentation, reports and correspondence; coordinate special projects as determined by the Director
- Provide budget support and feedback related to budget development functions and responsibilities
- Provide professional level support and recommendations for a variety of WEA functions including data collection and analysis
- May serve as a representative on WEA committees, workgroups, and/or task forces; such support may include responsibilities related to coordination of committee meetings, logistics related to travel and hotel arrangements, taking committee minutes, drafting documents, reports and/or other duties as assigned
- May act as liaison between committees, workgroups, and/or task forces
Summary of duties
- Working in collaboration with WEA executive support staff, research, schedule and make recommendations for locations of external meetings, retreats and conferences; position also has internal meeting/planning responsibilities, e.g., WEA Board meetings, retreats and other venues as determined by WEA management
- Negotiate contracts for final WEA management signature, and coordinate the implementation of those contracts within budgetary constraints with outside vendors – including hotels, catering, and other arrangements as necessary
- Coordinate logistical support for external events; assist support staff when needed to ensure catering, room set up, lodging and other needs are met in an efficient and timely manner
- Develop and maintain cooperative and collaborative relationships with Governance, staff, managers, directors, NEA staff, WEA Member Benefit partners, and outside vendors - including working effectively with WEA committees and workgroups as required
- Independently draft and review correspondence, notices and documents
- Resolve issues with event logistics and staff/member needs or special accommodations on a timely basis
- Balance competing priorities, demands, in a fast-paced work environment
- Travel independently to offsite locations to review accommodations and meet with vendors
- Ability to use accounting principles to consistently monitor expenditures for budget compliance; reconcile expenditures/invoices of prepaid events and prepare cost estimates
- Identify the need for volunteers/temporary personnel when necessary; recruit, train and supervise volunteers and temporary personnel related to meeting planning operations
- Key coordinator in planning and preparation for the WEA Representative Assembly, including negotiating related contracts, maintaining calendars and master plan outlining roles and responsibilities for the Representative Assembly; work collaboratively with program areas and/or individuals, and outside support vendors to ensure a successful RA
- Function as the staff advisor to the WEA Convention Planning Work Team and NEA Convention Work Team, and be the WEA staff representative for the NEA State Coordinators’ meetings
- Attend the annual NEA Site Selection meeting, coordinate with WEA leadership to finalize hotel for our delegation each year; negotiate and finalize appropriate contracts in cooperation with NEA staff
- Train or assist in training staff or other stakeholders in the use of teleconferencing tools/technology
- Negotiate and monitor group-negotiated rates and contracts with hotels, car rental companies, and travel site
- Work with the travel agency contacts and use their on-line tools to create user accounts and monitor travel expenses; must be proficient with the use of technology
- Assist individuals with the setup of travel accounts or making travel arrangements
- Balance the credit card bill against the travel agency reports
- Compute and prepare travel per diem requisitions for NEA State Delegates and monitor delegate expenditures upon request
- Arrange for lodging for NEA state delegates, staff and Governance for NEA RA
- Work closely with the NEA RA selected hotel to ensure logistics, lodging and catering is in place for the annual WEA caucus meetings and other related meetings as necessary
- Prepare annual meeting report for insurance purposes
- Monitor the WEA Master Calendar on our web site
- Assist staff in using the WEA Master Calendar – offer training classes as necessary
- Develop and implement periodic customer surveys regarding meeting planning, events, and customer service expectations; implement best practices based on customer feedback
- Coordinate work schedule with custodian for weekend meetings and meeting arrangements; and,
- Support and advance the WEA mission, goal, core values and priorities
Essential job functions and minimum job requirements
- Associate's degree in Business Administration or equivalent strongly preferred
- A minimum of two years’ experience effectively coordinating the logistics of large group events, including all aspects of planning, coordination, and logistics, preferably in a union environment
- 3 years’ customer service related experience, including identifying and ensuring customer needs and resolving customer problems
- Experience with hotel contract negotiations strongly preferred, drafting contracts and/or language, and making recommendations to management
- Experience applying accounting and principles and/or clerical accounting
- Experience working with database software or similar technology, including a strong preference for experience working with travel related software; experience working with audio-video technology (may be required as part of the position), including equipment and presentation technology; this includes the resolution of audio-visual problems
- Ability to effectively collaborate, successfully support, and work with diverse individuals and groups; ability to maintain a high degree of professionalism even under stressful or difficult situations
- Strong preference for candidates with a demonstrated history of success working in communities of color or with other historically under-represented groups
- Proficient in the use of Microsoft Office Suite with special emphasis using Word, Excel, Access and Outlook; comfortable using technology to improve efficiency and effectiveness in the course of work
- Experience drafting correspondence with proficient writing, proofreading and grammatical abilities
- Ability to assess, synthesize, and make recommendations related to data
- Ability to work flexible and/or extended hours and travel, i.e., weekends and evenings
- Ability to work well under pressure and independently to meet timelines, goals and objectives; ability to coordinate workloads and schedules
- Excellent verbal and written communication skills; the ability to make verbal presentations when required
- The ability to obtain and maintain a valid Washington state driver’s license, possess a satisfactory driving record, and have a dependable automobile for Association travel; proof of automobile insurance with liability limits of at least $100,000/$300,000 required
- Knowledge of Washington state cities, hotels and conference room locations
- Other duties as assigned
Salary and benefits
Salary range: $71,367 to $101,799 per year – Level 4
*Salary placement will be based on the WEA-WEASO Collective Bargaining Agreement and in accordance with placement practice.
- Medical, dental, vision and life insurance
- Generous sick and vacation leave (PTO)
- Long-term disability
- Defined Benefit Plan
- Defined Contribution Plan - 401(k) plan – w/employer contribution
- Covered by the WEA/WEASO Collective Bargaining Agreement
Application procedure and references
In order to be considered for this position, a completed and signed WEA application form including resume, cover letter and three (3) professional letters of reference must be received on or before 5:00 PM, January 16, 2019.
Reference information must include current mailing and email addresses, contact names and telephone numbers. Please submit your application and materials online by following the link below.