JOB TITLE: ASSOCIATE DIRECTOR OF TRAVEL

ORGANIZATION: WORLD AFFAIRS COUNCIL OF PHILADELPHIA

DEPARTMENT: TRAVEL

ABOUT THE WORLD AFFAIRS COUNCIL OF PHILADELPHIA:

The World Affairs Council of Philadelphia is a private, nonprofit, nonpartisan educational organization dedicated to informing and engaging people of all ages on matters of national and international significance. The Council provides its members and the greater Philadelphia community with access to influential figures in the global arena as well as opportunities to visit fascinating destinations through its unique travel program.  With the support of individual and corporate members, the Council’s global education program enhances the education of area students who are the citizens, workforce and leaders of the future.

Established in 1949 as a forum for discussing differing points of view, the Council does not endorse candidates for public office or lobby for policies. Membership is open to all who share its principles.

The World Affairs Council of Philadelphia is the premier public policy platform in America’s birthplace and one of the top speaking forums in the United States.  The Council has been honored to present almost every American President from Lyndon Johnson to George W. Bush, as well as British Prime Ministers Tony Blair and Margaret Thatcher, Soviet President Mikhail Gorbachev, Israeli Prime Minister Yitzhak Rabin, King Hussein of Jordan, President of the Republic of Chile Sebastian Piñera, and international humanitarian activist Bono.

The World Affairs Council of Philadelphia organizes the “Travel the World” trips for the World Affairs Councils of America (WACA), the network of World Affairs organizations in more than 90 American communities.

The Council began its extraordinary offering of educational tours with our landmark trip to the People’s Republic of China in 1977, when we were among the first Westerners to visit China after the country was re-opened by Deng Xiaoping.  Since then, the Council has offered an annual program of tours on every continent including such diverse locations as Uzbekistan, Turkmenistan, and Kazakhstan; Peru and Cuba.  Because of our reputation as one of the nation’s leading forums, the Council has established connections around the globe that allow us to offer members access that they can’t get when traveling alone or on other tours. Council leaders, who can draw on their expertise in the fields of diplomacy, journalism, or academia, accompany some tours as lecturers thereby providing added value to the experience.

For more information on the program, please visit: www.wacphila.org/travel.

JOB DESCRIPTION:

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.

DUTIES INCLUDE, BUT ARE NOT LIMITED TO, THE FOLLOWING:

  • Be 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.

QUALIFICATIONS:

  • B.A. required
  • 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)
  • Detail-oriented
  • 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

SALARY:

  • $40 – 43,000 per year, dependent on experience

HOW TO APPLY:

Qualified applicants should send a resume, cover letter, and writing sample to careers@wacphila.org. While we sincerely appreciate all applications, only those candidates selected for an interview will be contacted. Please, no phone calls.