Job Application for Travel and Event Coordinator at ZERO TO THREE

New

ABOUT ZERO TO THREE

Founded in 1977, ZERO TO THREE works to ensure that babies and toddlers benefit from the early connections that are critical to their well-being and development. Our mission is to ensure that all babies and toddlers have a strong start in life. At ZERO TO THREE, we envision a society with the knowledge and will to support all infants and toddlers in reaching their full potential. Our Core Values Statement: We believe that how we do our work is as important as what we do. To learn more about ZERO TO THREE, please visit our website at zerotothree.org.

OUR COMMITMENT TO DIVERSITY

ZERO TO THREE is proud to be an equal-opportunity employer committed to inclusive hiring, advancement, and professional development. It is dedicated to diversity in its work, its staff, and community partners. This is an exceptional opportunity for a professional who shares our commitment to diversity, equity, and inclusion and supports our mission to enhance outcomes for all children.

SUMMARY

The Travel and Event Coordinator will oversee all aspects of travel planning and coordination for the Safe Babies Project and the Policy Center. The Travel and Event Coordinator will work closely with the Project Manager for each of the in-person events that are scheduled annually to ensure that all participants and staff travel needs are arranged. The Travel Manager will ensure compliance with our travel policies while striving for cost-effective solutions and seamless experience for staff and event participants.

ESSENTIAL RESPONSIBILITIES

Broadly, this role is responsible for coordination of all Policy Center and Safe Babies in-person meeting- and travel-related tasks, including, but not limited to, the tasks below:

Support the development and implementation of an annual Policy Center and Safe Babies meeting plan (approximately 10 events/meetings per year), including logistics, contracting, registration, and on-site management of the event.
Provide travel support for Policy Center and Safe Babies activities where required, including flights, accommodation, local transport, and travel expense reimbursement.
Identify host property and on-site vendor needs for each meeting, obtain Request for Proposals and conduct site selections.
Provide on-site support for registration and logistics for each meeting.
Provide support to other Policy Center learning events and activities as directed (in person, virtual, hybrid), including webinars, learning circles, listening sessions, and peer calls.
Travel is required, including overnight stays.

This role will support the travel and events workstreams for the Policy Center and Safe Babies; specific tasks and responsibilities are outlined below:

Development and Implementation of Annual Meeting/Events Plan

In partnership with the Director of Special Projects, Strategic Operations Director, and operations staff, the Travel and Events Coordinator will support the development and implementation of the annual Policy Center and Safe Babies meeting plan, ensuring alignment with meeting goals. The Travel and Event Coordinator will utilize a task-tracking process and event planning schedule to achieve all intended meeting deliverables within the specified timeframe and with quality.

Travel Management

The Travel and Event Coordinator will coordinate and create itineraries for travelers including all reservation and confirmation information. The Travel and Event Coordinator will ensure travel bookings are complete/accurate/timely and ZERO TO THREE’s travel policies are met. The Travel and Event Coordinator will ensure all necessary documentation of travel arrangements is maintained and reconcile travel charges for appropriate departments. The Travel and Event Coordinator will assist in reviewing corporate charges to ensure ZERO TO THREE’s travel policies are adhered to. The Travel and Event Coordinator will assist travelers with travel reservations within ZERO TO THREE’s booking platform and assist travelers with the completion of accurate, timely, and complete expense reimbursement reports in accordance with ZERO TO THREE’s policy.

Contracting

In partnership with the Director of Special Projects, Strategic Operations Director, and operations staff, the Travel and Event Coordinator will identify host property and on-site vendor needs (e.g., Audio Visual services) for each meeting, obtain Request for Proposals (RFPs), and conduct site selections (including assessing meeting room needs). The Travel and Event Coordinator will assist with site selection, requests for proposal development, and contract negotiations. The Travel and Event Coordinator will identify and oversee all vendor contracting (with host property, audio visual, and other vendors as needed). The Travel and Event Coordinator will be responsible for the coordination of meeting and event logistics, including food and beverage, audio visual, technology, transportation, and other related requirements. The Travel and Event Coordinator will assist in preparation and final production of all event specific materials including name tags. The Travel and Event Coordinator will develop a plan for virtual/hybrid meeting options (as needed) including platform/vendor selection, coordination with audio visual vendor, and staffing plan. The Travel and Event Coordinator will work with Finance and Accounting and submit event-related invoices for processing.

Registration Activities

The Travel and Event Coordinator will be responsible for the coordination of the pre- and post-event registration process. This includes organizing, tracking, and sharing event RSVP lists and updating post event attendee lists. The Travel and Event Coordinator will develop and launch an online registration/event website; ensure meeting registration system meets federal baseline security requirements and complies with federal requirements. The Travel and Event Coordinator will prepare and deliver meeting materials for participants and oversee and execute mailing logistics and TA materials delivery, as needed.

On-Site Logistics

The Travel and Event Coordinator may provide logistical support for in-person, virtual, or hybrid Event. The Travel and Event Coordinator will demonstrate effective on-site problem solving and superior customer service to attendees on site. The Travel and Event Coordinator will serve in an onsite event production capacity for an/all needs related to onsite support including registration table staffing, coordination with on-site AV vendors, etc.

Other Related Tasks as Assigned

Performs other duties as assigned to ensure the efficient and effective functioning of the department -or- project.

ESSENTIAL SKILLS & EXPERIENCE

Strong knowledge of the hospitality industry and adept at working/negotiating with a variety of departments within this industry, including management, events, food and beverage, reservations, audio visual vendors, etc.
Minimum 5 years of experience meeting planning and logistical support for both small (50 attendees) and large-scale meetings (up to 500 attendees) -- including virtual, in-person, and hybrid formats.
Demonstrated ability to consider/integrate unique cultures/communities in meetings and events.
Commitment to exceptional customer service.
Ability to manage multiple and simultaneous responsibilities effectively and efficiently.
Ability to be flexible and adaptable to dynamic changes in the work environment.
Demonstrated team ethic and commitment to collaborative work.
Strong oral and written communication skills.
Proficient in MS Word, Access, Excel, PowerPoint, and SharePoint.
Encourages and practices critical thinking.
Self-reflective and empathetic.
Recognizes the influence of workplace relationships on outcomes and results.
Maintains a respectful and accepting approach to others.
Awareness of the influence of the larger context on individual behavior.
Collaboratively and creatively supports the work efforts of colleagues at all levels and in all areas of the organization.

ESSENTIAL QUALITIES

Encourages and practices critical thinking
Is self-reflective and empathic
Recognizes the influence of workplace relationships on outcomes and results
Maintains a respectful and accepting approach to others
Awareness of the influence of the larger context on individual behavior
Collaboratively and creatively supports the work efforts of colleagues at all levels and in all areas of the organization

EDUCATION

BA/BS in a related field or relevant work experience.

COMPENSATION & BENEFITS

This position's salary is estimated to be mid $50,000s to $70,000 depending on experience, geo-location, budget, and other comparable and similarly scoped internal positions. In addition to salary, ZERO TO THREE offers a comprehensive benefits package including medical, dental, vision, HRA, retirement contributions, generous leave benefits and more.

PHYSICAL REQUIREMENTS

While performing the responsibilities of the job, the employee is frequently required to use finger dexterity and sufficient hand dexterity to use a computer keyboard and be capable of reading a computer screen. Also, they may need to remain seated for extended periods, can perform repetitive motions, and reach for objects. An employee is frequently required to hold a writing instrument, communicate verbally, and hear well enough to detect nuances and receive detailed information. They may be required to grasp objects, push, and pull objects, bend, stand, walk, squat, or kneel. Vision abilities required by this job include close vision for data preparation or analysis, and expansive reading. May need to lift up to 30 pounds.

WORKING CONDITIONS

The work conditions described here are representative of those an employee encounters while performing this job. Depending on work location, the incumbent will typically work indoors in a heated and air-conditioned office, with a mixture of natural, incandescent, and fluorescent light with low to moderate noise levels or be subject to working conditions conducive to a home environment. When travel is expected, the incumbent will be exposed to outside environmental conditions during those times.

ZERO TO THREE is proud to be an Equal Opportunity Employer of Minorities, Women, Protected Veterans, and Individuals with Disabilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.

Due to the high volume of applications, we are not able to provide individual feedback to candidates regarding the status of their application. If selected to move forward in the process, someone from the hiring team will contact you regarding next steps.

First Name

Last Name

Phone

Resume/CV*

Accepted file types: pdf, doc, docx, txt, rtf

Cover Letter*

Accepted file types: pdf, doc, docx, txt, rtf

Street Address

City

State

Select...

Zip Code

Are you legally authorized to work in the United States?

Select...

Will you now or in the future require sponsorship to work in the United States?

Select...

Please indicate the highest level of education received.

Select...

School

Discipline

Please indicate your years of experience in meeting/event planning.

Select...

Do you have experience meeting planning and providing logistical support for virtual events?

Select...

Do you have experience meeting planning and providing logistical support for in-person events including knowledge of the hospitality industry?

Select...

Do you have the ability to travel and provide on-site event support 3-5 times per year?

Select...

Do you have experience using the Travel Perk platform for managing travel?

Select...

When can you report to work?

Desired Salary (please use a numerical value)

Employer Name

Employer contact information is required. Please begin with the most recent employer.

Supervisor Name

Supervisor Email

Supervisor Phone Number

Reason for Leaving

Employer Two Name

Employer Two: Supervisor Name

Are you able to successfully perform the essential functions of the position with or without reasonable accommodations?

Select...

LinkedIn Profile

Are you a previous ZERO TO THREE employee?

Select...

If so, please indicate dates and departments

How were your referred to ZTT?

Select...

Please indicate the employment type desired.

Select...

Certification: I understand that completing this application is not an offer or guarantee of my employment. I further understand that any employment I might be offered by ZERO TO THREE ("ZTT") is at-will and that either I or ZTT can terminate that employment at any time with or without notice for any or no reason, and that no agreement to the contrary will be recognized by ZTT unless made in writing and signed by its Executive Director. I certify that all statements contained within this application are true and complete to the best of my knowledge and I understand that knowingly misrepresenting or omitting facts called for herein will be sufficient cause of cancellation of consideration of employment or dismissal from ZTT's service if I have been employed. I authorize ZTT to investigate all information contained in this application, and I authorize all persons, institutions, organizations, and companies to furnish all pertinent information known to them about me. I further authorize ZTT to conduct a criminal background check, child protective services check, education verification, drug screen and any other requirements imposed by specific contracts or government agencies. If I am offered employment by ZTT, I understand that I will be required to complete an orientation and adjustment period of employment. I further understand that if I work in a particular State or on a specific contract, I may be required to sign an Employee Assurance of Confidentiality, an Authorization for Release of Information, a Warning Notice Regarding Data Confidentiality, and other Statements and that any and all information obtained about me may be released to such clients. I further agree and understand that if I am offered employment by ZTT, upon separation of employment, I will return to ZTT all property issued to me or will allow the value of the same to be deducted from my wages, as permitted by law.

Select...

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey. Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiring process or thereafter. Any information that you do provide will be recorded and maintained in a confidential file.

As set forth in ZERO TO THREE’s Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.

Gender

Select...

Are you Hispanic/Latino?

Select...

Race & Ethnicity Definitions

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection. As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measure the effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categories is as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.

Veteran Status

Select...

Voluntary Self-Identification of Disability

Form CC-305

Page 1 of 1

OMB Control Number 1250-0005

Expires 04/30/2026

Why are you being asked to complete this form?

We are a federal contractor or subcontractor. The law requires us to provide equal employment opportunity to qualified people with disabilities. We have a goal of having at least 7% of our workers as people with disabilities. The law says we must measure our progress towards this goal. To do this, we must ask applicants and employees if they have a disability or have ever had one. People can become disabled, so we need to ask this question at least every five years.

Completing this form is voluntary, and we hope that you will choose to do so. Your answer is confidential. No one who makes hiring decisions will see it. Your decision to complete the form and your answer will not harm you in any way. If you want to learn more about the law or this form, visit the U.S. Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP) website at www.dol.gov/ofccp.

How do you know if you have a disability?

A disability is a condition that substantially limits one or more of your “major life activities.” If you have or have ever had such a condition, you are a person with a disability. Disabilities include, but are not limited to:

Alcohol or other substance use disorder (not currently using drugs illegally)
Autoimmune disorder, for example, lupus, fibromyalgia, rheumatoid arthritis, HIV/AIDS
Blind or low vision
Cancer (past or present)
Cardiovascular or heart disease
Celiac disease
Cerebral palsy
Deaf or serious difficulty hearing
Diabetes
Disfigurement, for example, disfigurement caused by burns, wounds, accidents, or congenital disorders
Epilepsy or other seizure disorder
Gastrointestinal disorders, for example, Crohn's Disease, irritable bowel syndrome
Intellectual or developmental disability
Mental health conditions, for example, depression, bipolar disorder, anxiety disorder, schizophrenia, PTSD
Missing limbs or partially missing limbs
Mobility impairment, benefiting from the use of a wheelchair, scooter, walker, leg brace(s) and/or other supports
Nervous system condition, for example, migraine headaches, Parkinson’s disease, multiple sclerosis (MS)
Neurodivergence, for example, attention-deficit/hyperactivity disorder (ADHD), autism spectrum disorder, dyslexia, dyspraxia, other learning disabilities
Partial or complete paralysis (any cause)
Pulmonary or respiratory conditions, for example, tuberculosis, asthma, emphysema
Short stature (dwarfism)
Traumatic brain injury

Disability Status

Select...

PUBLIC BURDEN STATEMENT: According to the Paperwork Reduction Act of 1995 no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. This survey should take about 5 minutes to complete.

Travel and Event Coordinator

ABOUT ZERO TO THREE

OUR COMMITMENT TO DIVERSITY

SUMMARY

ESSENTIAL RESPONSIBILITIES

ESSENTIAL SKILLS & EXPERIENCE

ESSENTIAL QUALITIES

EDUCATION

COMPENSATION & BENEFITS

PHYSICAL REQUIREMENTS

WORKING CONDITIONS

Apply for this job

Voluntary Self-Identification

Voluntary Self-Identification of Disability