Events and Travel Officer

Job Type

Full Time

Published

07/27/2018

Address

180 North Stetson Avenue
Suite 1400
Chicago
Illinois
60601
United States

Description

POSITION: Events and Travel Officer

TEAM: Office of the President

REPORTS TO: Assistant Director, Events


SUMMARY

The Events and Travel Officer works as part of the events team to arrange the travel and hospitality preparations for annual, signature Council events, including the Global Food Security Symposium [March 20, 2019] and the Chicago Forum on Global Cities [June 5-7, 2019] and assists with the management of the Council’s Conference Center. Throughout the year, the Officer will also manage speaker travel for all Council events (150-200 programs per year), plan and execute programs organized in the Council’s Conference Center and assist with travel for Council’s senior leadership.


RESPONSIBILITIES

Responsibilities include, but are not limited to:

  • Act as primary contact and provide excellent customer service for all travel and hospitality-related matters via phone and email for speakers, advisory groups, next generation delegations, other VIP attendees, and Council senior management
  • Book all airline, hotel, ground transportation, and other travel-critical logistics, working closely with speakers and attendees regarding their preferences; create and provide all individual travel itineraries and accommodation details
  • Manage day-to-day operational travel tasks including liaising with travel agency, writing speaker itineraries, and proofing final travel documents
  • Liaise with Council’s travel agency and preferred hotels, securing outside travel resources when needed
  • Manage the coordination and execution of event logistics for programs and internal meetings in the Council’s Conference Center which includes: budget creation, cost analysis, submitting event specifications to vendors, and reviewing BEO and A/Z orders
  • Serve as one of the main points of contact for day-of events execution in the Conference Center for staff and vendors
  • Manage master travel document detailing all individual travel information, address travel changes, and resolve all unexpected and/or ongoing issues
  • Provide day-of-event support to attendees via phone and email regarding all travel and accommodation matters, requiring some early morning and late evening hours
  • Prepare post-event analysis and reconcile all billing/invoices (including monthly AMEX bill), working closely with Director, Events
  • Provide event support at Council programs and events
  • Coordinate pre- and post-event logistics of the Conference Center and manage services schedule, working closely with building security and housekeeping
  • Perform other projects as assigned


QUALIFICATIONS

  • 3+ years of experience in travel coordination [international travel experience required] and events logistics; experience with large-scale attendance and high-touch events preferred
  • Excellent verbal and written communication and customer service skills, including the ability and desire to troubleshoot and solve travel and hospitality-related matters
  • Keen attention to detail; excellent organizational and time-management skills
  • Extensive knowledge of and experience using MS Office (Word, Excel, and Outlook)
  • A problem solver who shows initiative, works independently and as part of a team, meets deadlines, and is flexible and adapts easily to new and changing situations
  • Ability to work early morning and evening hours, particularly close to and during signature events


The Chicago Council on Global Affairs is an independent, nonpartisan membership organization that provides insight – and influences the public discourse – on critical global issues. We convene leading global voices, conduct independent research, and engage the public to explore ideas that will shape our global future. The Council is committed to bringing clarity and offering solutions to issues that transcend borders and transform how people, business, and governments engage the world.


TO APPLY

Please email a cover letter and résumé as Word or PDF documents to hr@thechicagocouncil.org. Other career opportunities can be found on the Council’s website at www.thechicagocouncil.org. EOE

Professional Level

Professional

Minimum Education Required

No requirement


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