1 One-Year Internal Events & Travel Coordinator Job in San Francisco, CA

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One-Year Internal Events & Travel Coordinator

Earthjustice

San Francisco, CA | Full Time

$135k-176k (estimate)

1 Month Ago

One-Year Internal Events & Travel Coordinator

Earthjustice San Francisco, CA

$135k-176k (estimate)

Full Time | Business Services 1 Month Ago

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Earthjustice is Hiring an One-Year Internal Events & Travel Coordinator Near San Francisco, CA

Earthjustice is the premier non-profit environmental law organization. We take on the biggest, most precedent-setting cases across the country. We wield the power of law and the strength of partnership to protect people’s health; to preserve magnificent places and wildlife; to advance clean energy, and combat climate change. We partner with thousands of groups, supporters, individuals, and communities to engage the critical environmental issues of our time and bring about positive change. We are guided by a passionate, ambitious vision for the future for people and our planet: until justice stands for all, we will never rest. We are here because the earth needs a good lawyer.

Earthjustice’s Workplace Experience & Sustainability (“WES”) team is seeking an Internal Events and Travel Coordinator. This role will provide essential support to ensure Earthjustice staff can continue being in community within a hybrid workplace and that all necessary travel is managed with cost, efficiency, and sustainability in mind. The successful candidate will work under the direction of the Internal Events Director to support the planning and execution of virtual and in-person staff events, managing the organization’s travel programs, and providing general administrative support to the WES team.

This is a 12-month, full-time (37.5 hours/week) role. The Internal Events and Travel Coordinator is expected to work a hybrid schedule from our San Francisco, CA office and must be available to travel within the U.S. and work flexible hours.

Responsibilities:

Travel Program Coordinator (40%)

Travel Management:

In partnership with General Counsel, manage contracted agreements with specific hotels to secure reduced nightly rates.
Conduct a cost-benefit analysis to identify potential corporate apartments for staff accommodations.
Continuously review and ensure compliance with established travel procurement measures and policies.
Identify primary airlines and explore opportunities for potential savings through negotiated rates and agreements.
Partner with the Director of Procurement to optimize travel procurement and vendor management.

Liaison with Travel Agent:

Serve as the primary point of contact for Earthjustice staff regarding travel vendor concerns.
Ensure that all staff receive excellent customer service from the designated travel agent.
Collaborate with the travel agent to streamline the booking process and address any travel-related issues promptly.

Management of Preferred Hotel Discounts:

Oversee and manage the preferred hotel discounts within the Concur travel system.
Provide assistance and customer service to staff members for matters related to travel, including booking accommodations.
Offer training sessions on how to effectively use the Concur platform or the travel agency when requested.
Maintain a directory of preferred vendors for various events, including hotels, transportation companies, restaurants, meeting and co-working venues, and recreation vendors.

Rewards and Loyalty Programs:

Develop a recommendation for a points distribution system and protocols to leverage miles and rewards programs for Earthjustice staff.
Manage the rewards program to maximize benefits for the organization and its employees.

Deliverables:

The Internal Events and Travel Coordinator is expected to provide regular updates on cost savings, improved travel processes, and any relevant metrics related to travel procurement and management. A final report summarizing the accomplishments and recommendations for ongoing travel management will be required at the end of the 12-month term.

Event Coordination (40%)

Event Planning:

Assist department and teams with event planning and execution, including venue sourcing, lodging arrangements, transportation and other activities, as needed.
Plan and manage banquet and event orders, including price negotiations, menu selection, and managing guarantees and actuals onsite.
Support execution of post event evaluations.
Work with the internal communications team and other colleagues to maximize staff engagement in meetings.
Manage group’s rooming list with close coordination with hotel front desk manager.
Manage sourcing of collateral and meeting and office supplies and materials for staff and guests use at events.
Attend risk management and emergency response trainings and contribute to the planning of the emergency response procedures for all events.

Event Execution:

Act as a primary onsite staff contact during the Litigation Training Conference.
Troubleshoot and triage rooming and travel emergencies during events.
Act as liaison between attendees and hotel staff and banquet team.
Be on-call throughout events for any last-minute changes and crises.

Administrative Assistant (15%)

Provide support for the WES department including:

General scheduling and calendar management, meeting agendas, meeting preparation and scheduling, meeting minutes, distributing background materials, and tracking follow-up tasks.
Draft, proofread and copy edit materials and correspondence, reports, and proposals.
Coordinate and reconcile monthly budget, credit card reconciliations, and expense reports as needed. Ensure timely approval and payment of invoices.
Maintain intranet sites.
Support management of contracts and service agreements as needed.
As needed, provide detailed project management on small to medium sized department or organization-wide projects.
Other duties as assigned.

Professional Development (5%)

Participate in trainings, working groups, webinars, affinity groups, etc. to gain a deeper understanding of diversity, equity, and inclusion; learn new skills; and increase your professional network.

Qualifications:

3 years of experience in travel, event, and/or project management.
Any relevant certifications, a plus.
Excellent interpersonal skills; able to build strong relationships across departments and levels within an organization and able to collaborate effectively with others.
Strong communications skills; ability to persuasively convey, both verbally and in writing, goals, objectives, rationale, and benefits of meetings and events.
Strong project management skills; ability to prioritize, manage multiple deadlines, and respond quickly to new opportunities.
Strong computer skills, and track record using electronic tools to aid event planning and attendee engagement.
Knowledge of the Cvent platform, a plus.
A willingness and ability to work on fast-paced projects in strong collaboration with other Earthjustice staff members.
Team-oriented, driven by a passion for strengthening organizational culture and connectedness.
Creativity and an ability to bring new ideas and approaches to Earthjustice meetings and retreats.
Safety and security oriented; experience developing and/or supporting back up and emergency plans in the event of unexpected circumstances.
Demonstrates an awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds and orientations.

Compensation:

We offer a competitive salary and excellent, comprehensive benefits. We also offer a casual and congenial work environment.

Salaries at Earthjustice are determined by experience level and working location. The salary range for this position based in San Francisco, CA is $77,000 - $85,500.

To Apply:

Interested candidates should submit the following materials via Jobvite. Preference will be given to candidates who apply by 5:00pm PT on Wednesday, March 27, after which applications may be reviewed on a rolling basis. Incomplete applications will not be considered.

Resume.
Cover letter.

Information about our hiring process and tips for success can be found at https://earthjustice.org/about/jobs/hiring-process. Please reach out to jobs@earthjustice.org if you are having technical difficulties submitting your application. No phone calls, drop-ins, or hard copies. Earthjustice only considers applications submitted for current openings via Jobvite. Unsolicited resumes or resumes for posted positions that are not submitted via Jobvite will not be reviewed or retained.

As an equal opportunity employer, Earthjustice is committed to employment practices that ensure that employees and applicants for employment are provided with equal opportunities without regard to race, color, national origin, ancestry, sex, age, religion, physical or mental disability, medical condition, veteran status, marital status, pregnancy, sexual orientation, gender identity, genetic information, or any other factor specified under applicable laws that is not related to the position.

Earthjustice will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act, and any applicable local ordinance, such as the San Francisco Fair Chance Ordinance, the Los Angeles County Fair Chance Act, or the Los Angeles City Fair Chance Initiative. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you.