Overview

The Assistant Meeting Planner will work collaboratively with the Meetings & Travel Team to plan and execute meetings and events that support worker organizing at the direction of the International Union President and Secretary-Treasurer. You will join a dedicated and inspiring team of administrative professionals that proudly advances UNITE HERE’s goals on behalf of hospitality workers in the United States and Canada.

UNITE HERE is a progressive labor union, dedicated to creating greater equality and opportunity for workers in the North American hospitality industry. (www.unitehere.org) Our union, with 300,000 members, is at the forefront of battles for workers’ rights, immigration reform, living wages, and quality jobs in many cities throughout North America.

As an Assistant Meeting Planner, you will:

  • Field requests from UNITE HERE leadership for meetings and events.
  • Solicit meeting and event requests through Request for Proposal (RFP) process and contract negotiation, aligned with established best industry practices.
  • Reserve group hotel reservations, manage room block and release rooms according to contractual deadlines to avoid attrition penalties.
  • Prepare comprehensive meeting specifications to include meeting room setup, food, beverage, and audio and visual, adhering to contractual obligations.
  • Partner with staff across departments to draft and create accurate communication and information regarding upcoming meetings and events logistics.
  • Oversee invoice processing, maintain a budget, and ensure fiduciary responsibility. Including actively monitoring and recommending opportunities for cost-savings.
  • Assist with worker actions and other event logistics.
  • Learn, comply with, and provide leadership on all internal UNITE HERE policies and external regulations.
  • Work with UNITE HERE Customer Organizing team to maintain network of customers and meeting planners through the Fair Hotel campaign.
  • Occasional travel is required.
  • Perform other duties as determined by Meetings Team Lead and UNITE HERE leadership.

Qualifications:

  • 3-5 years’ experience in the meetings and hospitality industry •
  • Exceptional customer service skill, ability to perform and prioritize multiple tasks effectively, in a fast-paced environment with attention to detail
  • Excellent analytical skills and able to manage large amounts of data and reports
  • Must be able to effectively communicate (written & verbal)
  • Ability to multitask while working with tight deadlines or unexpected requests
  • Demonstrated ability to work independently or as a part a team, fostering team collaboration skills
  • Proven proficiency in Microsoft applications, Excel (managing spreadsheets and using formulas), Word Perfect (knowledge of JotForm a plus)
  • Knowledge of Hop Skip, Cvent, Egencia, or other industry platforms, a plus but not required.

Outstanding candidates will also have:

  • Connection to UNITE HERE mission
  • Openness to learn new processes and procedures in a new work culture
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