Meetings and Events Lead

ABOUT ZERO TO THREE

Founded in 1977, ZERO TO THREE works to ensure that babies and toddlers benefit from the early connections that are critical to their well-being and development. Our mission is to ensure that all babies and toddlers have a strong start in life. At ZERO TO THREE, we envision a society with the knowledge and will to support all infants and toddlers in reaching their full potential. Our Core Values Statement: We believe that how we do our work is as important as what we do. To learn more about ZERO TO THREE, please visit our website at zerotothree.org.

OUR COMMITMENT TO DIVERSITY

ZERO TO THREE is proud to be an equal-opportunity employer committed to inclusive hiring, advancement, and professional development. It is dedicated to diversity in its work, its staff, and community partners. This is an exceptional opportunity for a professional who shares our commitment to diversity, equity, and inclusion and supports our mission to enhance outcomes for all children.

SUMMARY

The Meetings and Events Lead will be responsible for all deliverables under the Tribal Maternal, Infant, and Early Childhood Home Visiting (MIECHV) Grant Recipient Meetings Workstream for the THRIVE Center. This entails close partnership with the Co-Project Directors, FPO/Federal staff, grantees, and other partners to identify meeting sites, contract with vendors, implement robust content agendas aligned to grantee needs, and provide on-site logistical support. This role will develop comprehensive plans for large and small meetings delivered in-person, virtually and via a hybrid format. It will also support other universal and targeted events, for example, webinars, learning circles, and peer calls. This role requires knowledge of adult learning needs, the ability to collaborate with AI/AN/Indigenous communities, and skill with coordinating logistics and ensuring compliance with federal requirements.

ESSENTIAL RESPONSIBILITIES

Broadly, this role is responsible for coordination of all THRIVE meeting-related tasks, including the tasks below: 

• Oversee the development and implementation of an annual Tribal MIECHV meeting plan (approx. 4 meetings per year), including logistics, contracting, registration, and on-site management of the event.
• Provide support to other THRIVE professional learning events and THRIVE, Tribal MIECHV, or ACF activities, as directed (in person, virtual and hybrid), including webinars, learning circles, listening sessions, and peer calls.
• Travel is required, including overnight stays, up to 30%.

This role leads the meetings and events workstream for the THRIVE Center; specific tasks and responsibilities are outlined below:

Development and Implementation of Annual Meeting/Events Plan

• In partnership with Project Co-Directors and Federal staff, develop and implement the annual Tribal MIECHV meeting plan, ensuring alignment with ACF meeting goals and legislative requirements.
• Contribute to monthly, annual, and ad hoc work plan reports.
• Utilize a task-tracking process and event planning schedule to achieve all intended meeting deliverables within the specified timeframe and with quality.
• Develop and implement an abstract submission process and session selection process for grant recipients and the broader home visiting and tribal early childhood field.
• Develop and implement a regular communications plan with all planning and logistics stakeholders, promptly addressing concerns if/when they arise.

Contracting

• In partnership with Project Co-Directors and Federal staff, identify host property and on-site vendor needs (e.g., Audio Visual Services) for each meeting, obtain Request for Proposals (RFPs), and conduct site selections (including assessing meeting room needs).
• Identify and secure a meetings management vendor to support planning efforts.
• Oversee all vendor contracting (with host property, audio visual, and other vendors as needed).
• Identify and obtain promotional items/additional materials as needed for the meeting.
• Develop plan for virtual/hybrid meeting options (as needed) including platform/vendor selection, coordination with audio-visual vendor, and staffing plan.
• As directed, secure meeting app capabilities and develop/manage the meeting app content.

Speaker/Presenter Logistics

• In partnership with Project Co-Directors, oversee contracting with selected speaker(s).
• Negotiate honoraria for speakers/presenters as needed.
• Arrange travel, lodging, and per diem costs for speakers and presenters as needed.

Registration Activities

• Develop and launch an online registration/event website; ensure meeting registration system meets federal baseline security requirements and complies with federal requirements.
• Prepare and deliver meeting materials for participants.
• Oversee and execute mailing logistics and TA materials delivery, as needed.

On-Site Logistics

• Provide overall meeting management and logistical support for in-person, virtual, or hybrid events.
• Create an onsite staffing plan for each meeting.
• Demonstrate effective on-site problem solving and superior customer service to grant recipients, Federal staff, and other key stakeholders onsite.

Other related tasks as assigned

ESSENTIAL SKILLS & EXPERIENCE

• Strong knowledge of the hospitality industry and adept at working/negotiating with a variety of departments within this industry, including management, events, food and beverage, reservations, audiovisual vendors, etc.
• Minimum 5-7 years’ experience meeting planning and logistical support for both small (50 attendees) and large-scale meetings (up to 500 attendees)—including virtual, in-person, and hybrid formats
• Demonstrated ability to consider/integrate unique cultures/communities in meetings and events
• Commitment to exceptional customer service
• Ability to manage multiple and simultaneous responsibilities effectively and efficiently
• Ability to be flexible and adaptable to dynamic changes in the work environment
• Demonstrated team ethic and commitment to collaborative work
• Strong oral and written communication skills
• Is self-reflective and empathic
• Proficient in MS Word, Access, Excel, and PowerPoint

ESSENTIAL QUALITIES

• Encourages and practices critical thinking
• Is self-reflective and empathic
• Recognizes the influence of workplace relationships on outcomes and results
• Maintains a respectful and accepting approach to others
• Awareness of the influence of the larger context on individual behavior
• Collaboratively and creatively supports the work efforts of colleagues at all levels and in all areas of the organization

EDUCATION

BS/BA in a related field or relevant work experience.

COMPENSATION & BENEFITS

This position's salary is estimated to be low $60,000s to high $80,000s depending on experience, geo-location, budget, and other comparable and similarly scoped internal positions. In addition to salary, ZERO TO THREE offers a comprehensive benefits package including medical, dental, vision, HRA, retirement contributions, generous leave benefits and more.

PHYSICAL REQUIREMENTS

While performing the responsibilities of the job, the employee is frequently required to use finger dexterity and sufficient hand dexterity to use a computer keyboard and be capable of reading a computer screen. Also, they may need to remain seated for extended periods, can perform repetitive motions, and reach for objects. An employee is frequently required to hold a writing instrument, communicate verbally, and hear well enough to detect nuances and receive detailed information. They may be required to grasp objects, push, and pull objects, bend, stand, walk, squat, or kneel. Vision abilities required by this job include close vision for data preparation or analysis, and expansive reading. May need to lift up to 30 pounds.

WORKING CONDITIONS

The work conditions described here are representative of those an employee encounters while performing this job. Depending on work location, the incumbent will typically work indoors in a heated and air-conditioned office, with a mixture of natural, incandescent, and fluorescent light with low to moderate noise levels or be subject to working conditions conducive to a home environment. When travel is expected, the incumbent will be exposed to outside environmental conditions during those times.

ZERO TO THREE is proud to be an Equal Opportunity Employer of Minorities, Women, Protected Veterans, and Individuals with Disabilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.

Due to the high volume of applications, we are not able to provide individual feedback to candidates regarding the status of their application. If selected to move forward in the process, someone from the hiring team will contact you regarding next steps.