Associate Meeting Planner

Air Line Pilots Association • mclean, va, us • 4m ago

Associate Meeting Planner
US-VA-Tysons (McLean)
Job ID: 2024-0039
Type: 5 (Non-Exempt, Bargaining Unit 2 (NEB)
# of Openings: 1
Category: Strategic Member Development & Support - Event Planning Support
Air Line Pilots Association, Int'l., Tysons (McLean), Virginia, United States
Responsibilities

Associate Meeting Planner

The Air Line Pilots Association, International (ALPA), the largest airline pilot union in the world and the largest non-governmental aviation safety organization in the world (representing over 78,000 pilots at 41 U.S. and Canadian airlines) seeks an Associate Meeting Planner for our Tysons (McLean), Virginia office. As a key member of the Event Planning team, the Associate Meeting Planner assists the Supervisor of Event Planning in planning and executing Association events and provides comprehensive support for all meeting requirements. This role directly supports the seamless coordination and execution of events, from logistics to on-site support.

Key Responsibilities:

Supports the Event Planning team with all meeting logistics, including food ordering and receipt, coordinating with the ALPA audiovisual team, and managing inventory.
Produces name badges, table tents, and signage for events.
Manages the Association’s conference room reservation system, including reserving conference rooms, communicating setup availability and requirements, and providing on-site support during meetings.
Assists with the meeting registration process as needed.
Makes transient reservations for pilots and staff.

Daily Duties:

Oversees the reservation and setup of conference rooms in the Association’s offices.
Communicates with requestors to ensure setup availability and requirements are met.
Provides on-site support during meetings to ensure smooth operations.
Confirms orders are received and correct.

Key Qualifications:

Ability to work independently and as part of a team.
Comfortable working in a fast-paced environment.
Capable of managing multiple projects under pressure while maintaining organization.
Strong attention to detail.
Ability to meet deadlines and prioritize tasks effectively.

Travel: 5 - 10%.

ALPA is an equal opportunity employer that is committed to diversity and inclusion in a safe workplace. We prohibit discrimination, harassment and harmful behavior of any kind based on race, color, sex, religion, sexual orientation, national origin, gender identity, disability, genetic information, pregnancy, or other protected characteristics as outlined in federal or provincial laws. We highly value everyone and all are encouraged to apply, including minorities, veterans, and people with disabilities.

This position is covered by a collective bargaining agreement.

ALPA is a member-driven, staff supported, union with two internal professional unions.

Minimum Requirements:

High school diploma or an equivalent combination of education and experience.
Some post-secondary education and/or college coursework is preferred. Post-secondary education in event planning or hospitality is highly desirable.
Minimum three (3) years of prior or related experience, preferably in a support position.
Event or meeting planning experience is preferred.
Previous customer service experience preferred.
Technology: Proficient in Microsoft Excel, Word, Outlook and Teams. Social Tables, PowerPoint, Power Automate and Microsoft Forms experience preferred.
Excellent communication and interpersonal skills, oral and written.
Able to work flexible schedule on short notice as needed.
Required to move, raise, reach, and/or retrieve books, boxes, meeting supplies and files up to twenty-five (25) pounds (lbs). While on travel may be responsible to move, raise, reach, and/or retrieve binders, boxes, cases, meeting/conference room supplies weighing as much as fifty (50) pounds (lbs). Assistance may not always be available.

Physical Demands:

Note: The physical demands described herein are characteristic of those that must be met to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals to perform the essential physical activities of this position described below.

Constantly operates a computer/smartphone/tablet. Regularly required to maintain a stationary position; move about the office and the local metropolitan area; determine what others have said or written; and, converse with others and exchange accurate information.

Regularly required to sit, stand, bend, reach, and move about the office and travel (locally, nationally, and internationally). May also include occasional bending, stooping, squatting, and/or pushing and pulling or moving, e.g., to pack, unpack, and/or move cases.

Occasionally required to move, raise, reach, and/or retrieve binders, books, boxes, and files up to ten (10) pounds (lbs.). While on travel, could be responsible to move, raise, reach, and/or retrieve luggage weighing as much as 50 lbs. (Assistance may not always be available.)

ALPA offers competitive salaries with terrific benefits, including:

401k Plan with Non-Elective Employer Contribution of 13% after 180 days of employment. No employee contribution required! The plan includes a Roth option and 4-year vesting schedule.
Generous health care benefits on day one – PPO, Kaiser (where available), and a High Deductible Health Plan which includes coverage for medical, dental, and vision benefits for employee, spouse, and/or dependent children;
27 days paid vacation and holidays per year plus 2 volunteer days per year;
Generous sick and bereavement leave;
Competitive parental leave;
Company-paid premiums for disability and life insurance;
Flexible Spending and Health Savings accounts;
Retiree health plan;
Education Assistance Program; and,
Optional benefits including pet insurance, excess life insurance, legal plan, and qualified transportation fringe benefits, where available.

PROJECTED ANNUAL SALARY RANGE: $49,816.00 –$67,028.00

Relocation not provided.

Sponsorship not available for this position.

PM19

Qualifications
Memorandum

To:

All ALPA Employees

From:

Human Resources Department

RE:

REPLACEMENT OPPORTUNITY

Date:

July 29, 2024

The following Unit 2 position is available in our McLean, VA office:

POSITION:

Associate Meeting Planner, Gr. 6

DEPARTMENT:

Event Planning

REPORTS TO:

Supervisor, Event Planning

CLOSING DATE:

August 5, 2024

SALARY RANGE: $958.00 - $1,619.00EMPLOYEE REFERRAL BONUS: $1,494.00

JOB DUTIES

As a key member of the Event Planning team, the Associate Meeting Planner assists the Supervisor of Event Planning in planning and executing Association events and provides comprehensive support for all meeting requirements. This role directly supports the seamless coordination and execution of events, from logistics to on-site support.

Key Responsibilities:

· Supports the Event Planning team with all meeting logistics, including food ordering and receipt, coordinating with the ALPA audiovisual team, and managing inventory.

· Produces name badges, table tents, and signage for events.

· Manages the Association’s conference room reservation system, including reserving conference rooms, communicating setup availability and requirements, and providing on-site support during meetings.

· Assists with the meeting registration process as needed.

· Makes transient reservations for pilots and staff.

Daily Duties:

· Oversees the reservation and setup of conference rooms in the Association’s offices.

· Communicates with requestors to ensure setup availability and requirements are met.

· Provides on-site support during meetings to ensure smooth operations.

· Confirms orders are received and correct.

Key Qualifications:

· Ability to work independently and as part of a team.

· Comfortable working in a fast-paced environment.

· Capable of managing multiple projects under pressure while maintaining organization.

· Strong attention to detail.

· Ability to meet deadlines and prioritize tasks effectively.

MINIMUM REQUIREMENTS

v High school diploma or an equivalent combination of education and experience.

v Some post-secondary education and/or college coursework is preferred. Post-secondary education in event planning or hospitality is highly desirable.

v Minimum three (3) years of prior or related experience, preferably in a support position.

v Event or meeting planning experience is preferred.

v Previous customer service experience preferred.

v Technology: Proficient in Microsoft Excel, Word, Outlook and Teams. Social Tables, PowerPoint, Power Automate and Microsoft Forms experience preferred.

v Excellent communication and interpersonal skills, oral and written.

v Able to work flexible schedule on short notice as needed.

v Required to move, raise, reach, and/or retrieve books, boxes, meeting supplies and files up to twenty-five (25) pounds (lbs). While on travel may be responsible to move, raise, reach, and/or retrieve binders, boxes, cases, meeting/conference room supplies weighing as much as fifty (50) pounds (lbs). Assistance may not always be available.

v Travel: 5 – 10%.

Physical Demands:

Required to move, raise, reach, and/or retrieve items up to twenty-five (25) pounds (lbs.). While on travel, could be responsible to move, raise, reach, and/or retrieve items weighing as much as 50 lbs. (Assistance may not always be available.)

Please apply online at www.alpa.org
and click on Careers;
click on view all open positions and
Associate Meeting Planner, US-VA-Tysons (McLean);

Apply for this job online;
Fill out an online form; and,
create your login and enter your information as directed.

Please select the “Internal Applicant (current employee)” option

from the “How Did You Hear About Us?” drop-down menu.

ALPA employees who are interested in applying must also

complete an in-house bid form.

PLEASE NOTE:

The offer of employment for this position will be made only through the Human Resources Department.

*REMEMBER!

You may be eligible to receive a referral bonus up to the amount shown, if ALPA hires an applicant referred by you.

Make your referral online at www.alpa.org; click on About ALPA/Careers;
click on view all open positions and
Associate Meeting Planner, US-VA-Tysons (McLean);
Click Refer a friend for this job.

Compensation details: 49816-67028 Yearly Salary

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