Event Planning Supervisor

2 weeks ago(01/05/2018 5:50 PM)
Job ID
# Positions
Experience (Years)
Strategic Member Development & Support - Event Planning Supervisor

External Description


Event Planning Supervisor


The Air Line Pilots Association, International (ALPA), the largest airline pilot union in the world and the largest non-governmental aviation safety organization in the world (representing over 59,000 pilots at 33 U.S. and Canadian airlines), seeks an experienced Event Planning Supervisor for our Herndon, Virginia, office.  Under supervision, the Event Planning Supervisor oversees the coordination and completion of all projects assigned to Event Planning staff; prepares project sheets for director review; provides information to and drafts messages for director to send to national officers, committee chairmen, and/or MEC officers; ensures Infor reporting for all meeting cards is completed on a timely basis; and, is the lead planner on all Association governing body meetings.  S/he oversees the purchase of all food and beverage for Association functions taking place in the D.C. and Herndon conference rooms; reviews and approves invoices for food, beverage, and supplies associated with the Association’s conference rooms; and, prepares annual budgets for Event Planning and the Leadership Committee and reviews them monthly.


S/he is also involved the development of the Association’s new event registration software; negotiates annual transient rates with the D.C./Herndon hotels and provides to director for coordination with the President & General Manager; coordinates hotel discussions with the director in advance; and, conducts site visits with director for the Board of Directors Meeting and other meetings that require outside venues, which includes the preparation of RFPs and proposal evaluations.


Most projects involve time-sensitive Association and/or MEC issues; therefore, excellent project and time management is required. S/he will be required to work with national officers, EVPs, national committee chairmen, and other departments based on the project. Travel, at times on short notice, is required, and daily hours will vary to support ALPA events and meetings.


Local, national, and international travel: Up to 40 %.  Flexible hours required.


Minorities, veterans, and people with disabilities are encouraged to apply.


Minimum Requirements:


  • Bachelor’s degree in business administration or related field from an accredited college or university is required; or, the equivalent combination of education and experience.
  • Five (5) years of experience in meeting planning required, eight (8) years or more strongly preferred.  ALPA experience a plus.
  • Demonstrated ability to organize and coordinate long-term projects.
  • Excellent negotiation skills required.
  • Prior supervisory experience required.
  • Proven track record in budget preparation and monitoring.
  • Excellent interpersonal and communication skills, oral and written, for effective interaction with internal staff, external contacts, and pilots.
  • Must be able to move tables and chairs, lift and stack boxes, and set up a meeting room(s) when time constraints require all hands on deck or when staff or hotel support is unavailable.
  • Demonstrated ability to use independent judgment to solve problems, sometimes in sensitive situations, under time pressure and urgent conditions.
  • Software: Microsoft Word, Outlook, Excel, and PowerPoint required.


Physical Demands:


Note: The physical demands described herein are characteristic of those that must be met to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals to perform the essential physical activities of this position described below.


Constantly operates a computer/smartphone/tablet. Regularly required to maintain a stationary position, move about the office and the local metropolitan area, determine what others have said or written, and converse with others and exchange accurate information, including courtrooms.


Regularly required to sit, stand, bend, reach, and move about the office and travel (locally, nationally, and internationally). Also includes bending, stooping, squatting, and/or pushing and pulling or moving, e.g., to pack, unpack, and/or move cases.


Occasionally required to move, raise, reach, and/or retrieve binders, books, boxes, and files up to twenty-five (25) pounds (lbs.). While on travel, could be responsible to move, raise, reach, and/or retrieve binders, boxes, cases, and/or files weighing as much as 50 lbs. May be responsible to move, raise, reach, and/or retrieve binders, boxes, cases, and/or files weighing as much as 100 lbs. (Assistance may not always be available.)    


Relocation not provided.




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