Specialist, Meeting Planner, Office of the President

When it comes to creating educational travel adventures that enrich the lives and fulfill the dreams of more than 100,000 people every year, there's no organization better than Road Scholar. What's our secret? Dedicated and talented staff who believe in our mission.

At Road Scholar, we are committed to fostering a culture of inclusivity and belonging. We believe that by valuing a wide range of perspectives and experiences, we create a stronger, more innovative organization that reflects the communities we serve.

In addition, we are dedicated to bring an environmentally sustainable organization. From the way we design our programs to how we operate as a team, we are striving to reduce our environmental impact and create a positive legacy for future generations.

About the role...

We are seeking a highly organized and detail-oriented Meeting Planner to coordinate and manage the logistics of all internal meetings within our organization. The ideal candidate will have a strong background in event planning, excellent communication skills, and the ability to work across departments to ensure the smooth execution of meetings. The Meeting Planner will also assist with special projects as assigned, such as ad-hoc events and the biennial All-Staff event. This is a remote position require working some nights and weekends and approximately 10% travel. 

Road Scholar offers a remote work environment. The compensation range for this exempt level salaried position is $60,000 - $70,000 based on experience.  

In this role, you will…

• Meeting Coordination: Manage the scheduling, planning and execution of in-person meetings with the primary goal of providing staff shared work sessions on Road Scholar objectives, while incorporating complementary team building social activities. Manage the departmental event schedule, evaluate optimal event timing for each team, and ensure equity over all outings.
• Logistics Management: Arrange all logistical aspects of meetings, such as booking meeting and event spaces, hotel blocks, catering, coordinating audio/visual equipment, etc.
• Budget Management: Track and manage budgets for meetings, ensuring cost-effective solutions without compromising on quality.
• Agenda Preparation: Work with stakeholders to create detailed agendas, set meeting objectives, and distribute pre-meeting materials to attendees.
• Communication: Serve as the primary point of contact for meeting-related inquiries, sending out invitations, reminders, and post-meeting follow-ups.
• Evaluate the success of each event and provide recommendations for improvement.
• Problem-Solving: Address any issues or last-minute changes that arise before or during meetings, ensuring a seamless experience for all participants.
• Other duties, as assigned.

We’re seeking…

• Bachelor's degree in Business Administration, Event Management, Communications, or a related field (or equivalent experience).
• Minimum of 3-4 years of experience in event planning, meeting coordination, or a similar role.
• Ability to travel in the role; up to 10% travel
• Skills:
  • Strong project management and organizational skills with the ability to multitask and prioritize effectively.
  • Excellent verbal and written communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Experience with Zoom
  • Attention to detail and ability to work under pressure.
• Attributes:
  • High level of professionalism and discretion.
  • Strong interpersonal skills with the ability to collaborate with all levels of the organization.
  • Problem-solving mindset with a proactive approach.
  • Quick learner who follows direction well, works well on a team and can work independently.
• Commitment to the mission of Road Scholar and motivated by the idea of working with a not-for-profit organization that has been making a difference in the lives of older adults for nearly 50 years.

For serious consideration, please be sure to complete an online application, including work experience section, and attach your resume and cover letter telling us why are interested in the position.

Why join the Road Scholar Team...

We offer a competitive compensation and benefits package!  

• Medical, Dental and Vision Insurance (with a substantial employee subsidy!)
• 403(b) Retirement Plan with a company match of 5% after 1 year of employment!
• Up to 20 days of PTO annually, accrued every payroll cycle 
• Enjoy a paid week off, in addition to your PTO, at the end of December to enjoy the holiday season!
• A generous employee discounts on our programs
• Access to obtain a Care.com membership, fully paid for by us
• As a Road Scholar employee, you can opt-in to receive an IATA membership
• We take professional development seriously which is why we provide LinkedIn Learning access to all employees amongst other professional development opportunities
• That’s right, we’re fully remote!
• To learn more about our benefits offerings, check us out at https://www.roadscholar.org/careers/

An Equal Opportunity Employer

Road Scholar supports diversity in our staff, participants, and programs. An Equal Opportunity Employer Road Scholar values and supports individual differences and strives to create an environment that contributes to the success of both the individual and the organization. As an Equal Opportunity Employer, we consider applicants for all positions without regard to race, color, religion, gender, national origin, age, sexual orientation, pregnancy, illness, marital or veteran status or disability or any other status protected by applicable law.

Cybersecurity

At Road Scholar, we are committed to cybersecurity and to providing a safe experience for job seekers. All official communication regarding employment opportunities will come exclusively via email from the official Road Scholar domain or from our applicant tracking system URL recruiting.ultipro.com. We never conduct interviews through texting applications or instant messaging platforms. If you receive an employment offer or other correspondence from an individual at Road Scholar you have not met, or from a non-Road Scholar email domain, it may be a phishing attempt.