Meetings & Travel Manager

Note: APA operates on a 37.5-hour work week with one hour lunch breaks each day. APA sets salaries based on several considerations, including years of relevant experience, level of education, and previous staff and/or governance experience at APA.

The Meetings & Travel Manager will be responsible for small meetings portfolio for (1-50 attendees), hotel reservations, registration, and travel for APA internal and external stakeholders.

Education and Experience Required

• This position requires at least 5 years of meeting management experience related to work experience, including contract negotiation, facility review, menu planning, audio-visual equipment, budgeting, logistics, and vendor selection.
• Experience dealing with travel partners like ATC / DEEMS or similar airlines, including ground transportation companies.
• Ability to work in a virtual team environment.
• Must commit to professional, ethical standards and confidentiality regarding sensitive matters, including but not limited to financial issues.
• Excellent customer service sensibilities and poise in navigating challenging people and situations.
• Adhere to all meetings, events, specialty budgets, and timelines for all APA meetings as they arise.
• Maintains current policies and procedures or provides updates as needed.
• Excellent interpersonal skills, diplomacy, and the ability to remain professional.
• Excellent organizational skills and the ability to manage multiple projects simultaneously against tight deadlines.
• Attends and participates in professional development training, courses/conferences to expand knowledge base and expertise.

Computer Skills Required

Responsibilities

Small Meetings (1-50)

• Work with the internal team on meetings held at the APA building.
• Plans and manages multiple small meetings and events annually. Responsible for site inspection, selection and/or recommendation, contract negotiation, cost control, food and beverage planning, management, and onsite logistics for the small meetings.
• Incumbent regularly interacts with local hotels to book individual and small group hotel reservations.

Housing, Travel, Transportation & Speaker Management

• Develop RFP for Travel Company, Housing, and Speaker Management Software
• Manage travel for internal and external stakeholders utilizing our travel partner.
• Oversee speaker management, including communication and logistics, and serve as convention speakers' primary point of contact.
• Manage speaker travel, housing, and contracts for the Annual Convention.
• Update travel policies that align with APA's strategies with assistance from Sr. Director, Meetings & Events
• Coordinate and develop travel benefits with airlines, car rental companies, and ground transportation
• Manage the meetings microsite and liaison with all APA partners
• Manage staff logistics to and from the convention to include housing, travel, and reimbursement policy
• Work with the housing provider on room block set up for each group for all hotels and website setup
• Provide weekly housing pick-up and travel reports

Other

• Upload vendor bills to payable software
• Ensure ADA services are secured for all meetings, following the specific guidelines provided by the EDIO Office for each event.
• Required to attend in-person meetings and the ability to travel to all meetings including the Annual Convention to support the meetings team.
• Must be able to lift 35lbs
• Other duties as assigned

About APA:

The American Psychological Association (APA) represents 122,000 psychologists, students, and affiliates, primarily in the U.S. and Canada but also in other countries around the world. APA is a scientific and professional organization with about 500 employees and is categorized as a 501(c)(3) along with its 501(c)(6) companion organization, APA Services, Inc.

Job Location: Remote: APA jobs may be considered for remote work eligibility as defined in APA's Flexible Work Policy and are subject to approval. Remote work employees may not work from the following states or U.S. territories: Alaska, California, Colorado, Guam, Hawaii, Iowa, Louisiana, Montana, Nebraska, New York, North Dakota, Ohio, Puerto Rico, Rhode Island, U.S. Virgin Islands, Washington, Wyoming.

Application Instructions:

Qualified candidates must apply online through APA's applicant system and attach a resume and cover letter specifying your salary expectations. Applications that are submitted without both documents are considered incomplete and will not be reviewed for consideration. Once your application is submitted, you will receive a confirmation email. Please make sure to check your Spam folder if you do not receive an email from us.

The American Psychological Association is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, national origin, disability, protected Veteran status, sexual orientation, gender identity, or any other protected categories covered under local law.

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