JOB TITLE: ASSOCIATE DIRECTOR OF TRAVEL
The Associate Director of Travel is responsible for all administrative tasks of the travel department. This includes assisting the Director of Travel in oversight of approximately thirty tours per calendar year and maintaining the office while she is out of the office. The Associate Director of Travel reports directly to the Director of Travel and handles any tasks designated by the Director.
Position Details for the Assistant Director of Travel
- Be the person of contact for travelers before, during and after tours whether by telephone or email – process reservations, respond to inquiries, mail out brochures.
- Maintain accurate sales information on spreadsheets and database.
- Attend meetings with tour operators and assist Director in annual tour selection.
- Design and proof all Travel marketing materials including printed pieces & e-blasts
- Oversee department web design, online content management, and program registrations.
- Prepare all program-specific communications, including pre- and post-program correspondence with travelers.
- Keep accurate financial records for tours including invoicing participants.
- Assist in preparation of reports for board and department head/staff meetings.
- Keep track of Cooperating Councils including mailing lists and commission checks.
- Manage the departmental timeline and prepare detailed to-do lists in advance of trip’s departure and return.
- Maintain Travel social media presence.
- Carry out assignments at the Council’s public speaker events, including registration, ushering, etc.
- Interviews and selects department interns for fall, spring and summer sessions; assigns and supervises intern projects and tasks.
- Assist in any technical needs for the department/organization.
4-5 years total work experience preferred; 2+ years’ experience in a travel setting preferred.
Program management and event planning experience preferred
Experience with Customer Relationship Management (CRM) databases and/or a similar non-profit database and data entry (experience using Raiser’s Edge preferred)
Experience with marketing and development research coordination for a non-profit
Experience with HTML and creation of e-mail marketing materials
Advanced skills using MS Office (Word, Excel, Outlook)
Advanced skills using Adobe Creative Suite (Photoshop, Illustrator, InDesign, Dreamweaver)
Strong customer service skills, interpersonal communication, and phone etiquette
Excellent verbal, written, and proofreading skills
Ability to manage multiple projects at once, with superior attention to detail
Ability to work and thrive in a collaborative, fast-paced environment
$40,000 - $43,000 per year, plus benefits, dependent on experience
Qualified applicants should send a resume, cover letter, and writing sample to email@example.com. While we sincerely appreciate all applications, only those candidates selected for an interview will be contacted. Please, no phone calls.
The ideal candidate should be reliable, self-motivated, possess strong computer skills, the ability to work independently as well as in a team, a good command of English, and strong writing and researching skills. We seek a commitment of approximately 8-10 hours per week (1 full day or two half-days preferred). Interns are encouraged to attend the Council's speaker events when possible (or required depending on department). College credit can be arranged. Reasonable travel expenses are covered.
• In the Subject, please specify the internship(s) of interest.
• Please send a cover letter, resumé, and brief writing sample (2 pages max) to firstname.lastname@example.org. You will not be considered unless you include all three.
• You will only be contacted if you are chosen for an interview. Because of the volume of applications the Council receives, we cannot respond to every applicant.
• Internships are unpaid and are open to college undergraduates and recent graduates with a strong interest in international affairs. The Council does not accept high school students for internships. No exceptions.
• Greater consideration will be given to students applying for an internship tied to college credit.
• No phone calls or walk-ins, please.
Internships are typically a full semester:
• Fall: August-December (apply by mid-August)
• Spring: January-May (apply by early December)
• Summer: May-August (apply by mid-April)
Intern will work with Travel staff to assist with a wide range of tasks related to the planning and implementation of tours. Tasks include researching and photocopying substantive articles for pre-trip reading information; assisting with tour promotion; data entry; and acting as support for various administrative duties. In addition to skills applicable to all departments, Travel prefers someone who is familiar with foreign affairs journals and think tank biases. Travel seeks an intern who is available two half-days or one full day per week
Intern will assist in the organization of its extensive collection of historical documents and photos. The work done by the Archival Intern will directly contribute to the making of the Council’s 70th Anniversary documentary project. The preferred candidate for this position will be highly detailed oriented, organized, and have an interest in both recent world history and Philadelphia history. Tasks will include, but are not limited to: adding to the Council’s index of digital archives by labeling, scanning, organizing, and categorizing photographs and various documents; transcribing program records; reading, synthesizing, and making accessible information contained in documents and pictures; conducting further research to place the Council’s archives into larger historical context.
This position will work with Membership staff on a range of integral administrative tasks related to donor relations, member retention and acquisition, corporate sponsors, and the Council’s Board of Directors. Learning to use Raiser’s Edge, the Council’s donor management and event planning software, will be a key part of the internship. Tasks include (but are not limited to) the following: assisting in and executing both weekly and monthly mailings for gift acknowledgements; developing new marketing and branding initiatives; coordinating Board of Directors activities; assisting with Council speaker and education program preparations; writing social media content; and supporting the Council’s mission as needed.
The preferred candidate will have excellent written and verbal communication skills, web research experience, and strong organizational skills. Working knowledge of website design, Photoshop, and Hootsuite preferred
Interns (2-3 per semester) will work closely with the Council's Education team to assist with a wide range of tasks related to the planning and implementation of student programs for middle and high school students, such as the Council's International Student Summit, Global Economic Forum, Summer Global Leadership Seminar, and Student Diplomat Program / Jr. Model United Nations. Tasks include researching topic information, compiling resources, identifying appropriate expert speakers, helping to conceptualize and produce student enrichment programs, attending programs and assisting with event responsibilities, as well as providing administrative support, as needed. The preferred candidates will have a strong interest in current events and international relations, excellent written and verbal communication skills, a solid understanding of the MS Office Suite, and research experience. Special consideration will be given to applicants with prior experience in Model United Nations or other simulation programs.
Intern will work with the Programs staff to assist with both the Council’s public speaker programs as well as the Council’s PBS television show, The Whole Truth with David Eisenhower.
Intern will work with the Programs staff to assist with the planning and implementation of speaker events. Tasks will include (but not limited to) conducting audience development research; researching potential new organizations, groups, or university/college programs and departments for upcoming event audiences; researching and gathering speaker and topic information for potential and planned events; and providing administrative support, as needed. The Programs Intern is expected to attend all speaker programs (unless discussed with supervisor in advance) to help with event management responsibilities, which will require occasional evening hours.
Intern will also work with the TWT Associate Producer to assist with the Council’s PBS television show, The Whole Truth with David Eisenhower. Tasks will include research for episode topics and potential guests for each episode, drafting speaker invitations, and assisting with grant writing and foundation research for potential new show sponsorship.
This position will require excellent written and verbal communication skills, strong research skills, a strong professional etiquette when interacting with both Council staff and public program attendees, and a strong proficiency in Microsoft Office programs. Working knowledge of website design and content management is also preferred, but not required.