LOCATION: Washington, D.C.
CLOSING: Until filled
CONTACT: Leroy Martinez, General Manager, IME
SALARY: Commensurate with experience
UnidosUS, previously known as NCLR (National Council of La Raza), is the nation’s largest Hispanic
civil rights and advocacy organization. Through its unique combination of expert research,
advocacy, programs, and an Affiliate Network of nearly 300 community-based organizations
across the United States and Puerto Rico, UnidosUS simultaneously challenges the social,
economic, and political barriers that affect Latinos at the national and local levels. For 50 years,
UnidosUS has united communities and different groups seeking common ground through
collaboration, and that share a desire to make our country stronger. For more information on
UnidosUS, visit www.unidosus.org or follow us on Facebook and Twitter.
The Events and Meeting Planner will work in the Marketing and Communications department.
The Events and Meeting Planner is responsible for the coordination and management of
registration, housing, in-conjunction-with (ICW) events and meetings, and signage for the
UnidosUS Annual Conference and the logistics, signage, and housing for the UnidosUS Capital
Awards and March legislative and ICW events. The Planner is available to assist with internal
meetings and events. The Planner demonstrates good fiscal responsibility and continuously
reviews and manages budgets pertaining to assigned responsibilities and duties. The Planner
must display good judgment in prioritizing shifting demands in event and meeting planning;
balancing workload to be efficient and effective in the use of resources; managing multiple
contracts and customers; and collaborating with the Marketing and Communications department
and colleagues to deliver high-impact, memorable events. The Events and Meeting Planner will
report directly to the General Manager of Integrated Marketing and Events.
The Events and Meeting Planner must be vigilant in ensuring the success of assigned
responsibilities by developing strategic timelines and planning guides and using methods of
forecasting and program evaluation to recognize strong and weak properties and processes. The
Planner will develop a direct line of communication with various vendors and contractors and will
be expected to keep colleagues and other interested parties well-informed.
• Coordinate and manage registration for the UnidosUS Annual Conference
including managing and collaborating with the registration vendor on the
Conference online registration and on-site operations; managing and coordinating
the set-up, on-site operations, and load-out of registration; collaborating with the
Marketing and Communications department on any registration promotional
campaigns; contracting and managing temporary staff and consultants and
managing volunteers; updating information and forms; responding to online,
phone, and mail inquiries; providing a weekly update registration report at staff
meetings; reconciling the registration revenue and completing the report with
internal cost center numbers to chargeback registrations to submit to the Finance
department within 30 business days after the conclusion of the Conference but no
later than September 30; and, submitting the required registration information
for the post Conference recap report by an established due date.
• Coordinate workshops for the UnidosUS Annual Conference including collaborating
with colleagues to coordinate workshop tracks each year; coordinating advance
and on-site logistics; collaborating with the Marketing and Communications
department on workshop promotions; contracting and managing consultants;
managing temporary staff and volunteers; updating online information and forms;
responding to online, phone, and mail inquiries; providing a weekly update
workshop report at staff meetings; preparing, tabulating, and summarizing
workshop evaluations; and submitting the required workshop information for the
post-Conference recap report by an established due date.
• Coordinate and manage housing for the UnidosUS Annual Conference collaborating
with the hotel property or properties on the set-up and operations of the online
reservations; preparing and submitting the master list(s); providing a weekly hotel
pick-up update report at staff meetings; completing the authorization form to
establish a master account and/or submitting documentation to the Finance
department liaison for advance payment; reconciling the final bill and submitting
the invoice with support documentation, including internal cost center numbers
provided by other departments to be chargeback room and tax, to the Finance
department liaison for payment within 30 business days after the conclusion of the
event; and, providing the final hotel pickup information for the Conference recap
report by an established deadline.
• Coordinate and manage housing for UnidosUS Capital Awards and internal March
legislative and ICW meeting and events, including preparing a detailed request for
proposal; preparing the UnidosUS Hotel Contract or reviewing the hotel's contract
to make sure UnidosUS language requirements are included; preparing and
submitting master list(s), completing the authorization form to establish a master
account and/or submitting documentation to the Finance department liaison for
advance payment; and, reconciling the final bill and submitting the invoice with
support documentation, including internal cost center numbers provided by other
departments to chargeback room and tax, to the IME Finance department liaison
for payment within 30 business days after the conclusion of the event.
• Coordinate, manage, and serve as the liaison to vendors and partners for ICW
events and meetings logistics for the UnidosUS Annual Conference audio-visual
equipment and labor; decorator requirements; catering; electrical; telephone;
room keys; Internet access; housekeeping; and completing the report with
internal cost center numbers to chargeback internal any ICW expenses to submit
to the Finance department within 30 business days after the conclusion of the
Conference but no later than September 30; and, submitting the required ICW
information for the post-Conference recap report by an established due date.
• Coordinate and manage signage for the UnidosUS Annual Conference and UnidosUS
Capital Awards and March legislative events and ICWs collecting required signage
copy and size requirements; collaborating with the Graphics and Publications and
Editorial/Content teams; working with the Graphics and Publication team and/or
decorator on proof submission and approval and printing and delivery; submitting
documentation to the Finance department liaison for any advance payment; and,
reconciling the final bill and, if needed, submitting the invoice with support
documentation, including internal cost center numbers provided by other
departments to be chargeback sign order, to the Finance department liaison for
payment within 30 business days after the conclusion of the event.
• Coordinate and manage logistics for the UnidosUS Capital Awards and March
legislative events following the UnidosUS Capital Awards Event Check List, Production
Schedule, and Day-of- Event Schedule and developing a planning guide and timeline
for the March legislative events and ICWs.
• Develop internal event and meeting planning guide and work with UnidosUS
components requesting assistance in consulting or coordinating an event or meeting
based on availability and approval by the General Manager.
• Assist with coordinating and managing catering for the UnidosUS Annual Conference
and UnidosUS Capital Awards as assigned by the General Manager.
• Organize a minimum of two UnidosUS Annual Conference Staff Liaison meetings, one
Conference All-Staff meeting, and one staff convention center tour.
• Review and update UnidosUS Intranet meeting planning information that will be
useful to colleagues in planning a meeting.
• Renew and manage hotel agreements for Washington, DC employee/guest transient
rates and update the information on the UnidosUS Intranet meeting pages.
• Perform administrative tasks, including drafting and editing letters and reports;
scheduling meetings; maintaining and coordinating calendars; maintaining files, efiles,
and directory databases; setting up conference calls; and photocopying,
faxing, shipping, mailing, accounting, and other general office management work.
• Work with the Editorial/Content team or the assigned department peer
review staff colleague to eliminate grammatical errors and uphold UnidosUS
standards on all internal and external documents and correspondence.
• Collaborate with, inform, and assist other colleagues when needed or called upon.
• Respond to inquiries regarding events and meetings and provide the highest
level of service and attention to the guests/audiences of UnidosUS events and
• Manage and execute the request for proposals process, develop/update
criteria, develop/manage the database of vendors, and research/recommend
changes to maximize contracted services.
• Manage vendor relationships: research and present recommendations; forecast
needs for future years (growth, trends); maintain knowledge of new innovations,
technologies, and processes for improved delivery of services; administer contract
details(pre-event, on-site, and post-event); adhere to event or meeting budgets;
monitor schedules and timelines; and ensure that vendor responsibilities are executed.
• Contribute to and/or prepare accurate, detailed post-event or post-meeting reports and
statistics assessing the overall success of events or meetings, including challenges and
opportunities, attainment of event goals, context for data presented, and
recommendations for improvement.
• Maintain a solid understanding of UnidosUS and its programs, initiatives, operational
structure, and history; integrate it appropriately into the message, purpose, and overall
experience of events and meetings.
• Maintain a solid understanding of the U.S. Hispanic culture, community, consumer,
market, and market trends.
• A minimum of five consecutive successful years of professional event and meeting
planning experience at an established organization or company required
• B.A. or B.S. required
• An advanced degree in meeting and event planning and/or meeting industry certifications
• Ability to work from 9:00 a.m. to 6:00 p.m. in the office Monday through Friday and travel
and work a modified/extended hour schedule during event planning and execution
• Excellent organizational, logistics operations, administrative, time management,
interpersonal, written, and verbal communication skills
• Proven experience in accounting and budgeting
• Proven experience in creating and implementing comprehensive meeting plans and
timelines with attention to detail
• Proven experience in the ability to read, understand, negotiate, and write contracts
• Proven experience in managing multiple tasks and goals, problem solving, and prioritizing
• Strong client relationship and customer service skills
• Experience working with multiple vendors and resolving last-minute problems as
seamlessly as possible
• Ability to research and understand how to work efficiently with labor unions and
understand regulations governing properties and workers (when applicable)
• Capacity to follow directions, be respectful to supervisors and colleagues, and keep
supervisor well informed
• Must be a team player, self-motivated, and able to work independently while maintaining
ties to a team through communication and coordination
• High ethical standards, tact, and diplomacy skills
• Familiarity with the U.S. Hispanic community, Hispanic nonprofit organizations, and the
• High proficiency in Microsoft Word, Excel, and Outlook; familiarity with database
management and event management programs; effective Internet search skills
• Knowledge of PowerPoint, Adobe, and HTML desirable; ability to learn new software
• Promptness, reliability, and sound judgment
• Ability to maintain confidentiality of information
• Ability to lift a minimum of 40 lbs.
• Valid driver’s license required
• Bilingual (English/Spanish) ability a plus
Minimum Education Required
How To Apply
SEND COVER LETTER AND RÉSUMÉ TO:
Raul Yzaguirre Building
Attn: Leroy Martinez
1126 16th Street, NW
Washington, DC 20036-4845
No phone calls please!
EQUAL OPPORTUNITY EMPLOYER. All qualified applicants will receive consideration without
regard to race, color, national origin, marital status, religion, gender, age, disability, sexual
orientation, gender identity or expression, personal appearance, family responsibilities, political
affiliation, or enrollment in a college, university, technical school, or adult education.