Company Summary: The Women’s Transportation Seminar International (WTSI) is an international organization dedicated to the professional advancement of women in transportation. WTSI attracts, sustains, connects, and advances women’s careers to strengthen the transportation industry. WTSI offers its over 8,500 members, including women and men, access to high-caliber professional development, networking opportunities, mentoring programs, and unparalleled access to industry and government leaders. WTSI is helping women find opportunity and recognition in the transportation industry.
Position Summary: This position, reporting to the Director, Meetings + Events, is responsible for the planning, promoting and execution of WTS events, both in-person and digital. We are seeking a strategic, organized, creative professional who enjoys working with a team and can execute assignments individually. This person should be a self-starter and great at problem solving. They work very closely with all departments to plan, market and execute events. This position will work across multiple digital platforms and requires someone that is technologically savvy and enjoys learning new systems and platforms.
Essential Duties and Responsibilities: Event Planning: Works with Director, Meetings + Events to:
Manage event logistics, ensure contract fulfilment and administer WTS conferences, receptions, and trainings (Approx. 6 in-person events a year)
Manage invoicing, application tracking, and payment fulfillment for events + trainings
Maintain relationships with vendors and volunteers for meeting and program logistics
Provide event support for leadership courses, workshops, and meetings, set-up online registration, establish and execute travel logistics and travel awards for conferences, and serve as on-site liaison
Manage event databases, creating reports, and provide analysis to senior management on class/event success measurements, etc.
With assistance from WTS Staff, WTSI Board, and Local Conference Committee, plan and run WTS Annual Conference managing logistics, food and beverage orders, banquet orders, hotel reservations, and other tasks as assigned
Manage WTS Chapter virtual event support program and professional development credits program
Support Director, Meetings + Events with Board Meeting logistics + planning
Provide event planning support to WTS Foundation events
Event Marketing: Works with Director, Meetings + Events to:
Content and Strategy
Develop themes and messaging for events, ensure WTS brand consistency
Work with Communications and Marketing team to create and effectively disseminate event marketing materials
Work with Communications and Marketing team to develop strategy and timeline for event marketing to grow event attendance
Work with Director and consultants to develop signage for in-person events
Provide excellent customer service in connecting with members and chapter leaders to answer event management, registration, and Association Management system (AMS) questions
Manage shared email inboxes through Zen Desk email ticketing system and respond to questions and requests
Support event marketing campaigns by creating graphics, sourcing content, and placing ads in coordination with communications department
Assist in general improvements, maintenance and strategy of event management platforms like Association Anywhere (ACGI), Cvent, ZOOM, MobileCause, and event mobile apps; including: aiding users in navigating the platforms, troubleshooting, updating information, and creating new content
Assist in upgrading platforms and software for event management.
Maintain knowledge of communications best practices and newest technology for association event communications.
Provide customer support and training to members in utilizing event management module of organization AMS
Qualifications: The ideal candidate will possess a Bachelor’s degree in hospitality, event management, project management or related field with an excellent work record.
Should have 1 year of event planning, digital marketing or project management experience. Excellent communications skills and attention to detail. Strong writing skills. A team player that understands the culture of collaboration. Social media and website experience a plus.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This is a fast-paced work environment.
WTS International operates in a Results Only Work Environment with hybrid work- both at home and in the office. This position would be required to be in the office prior to event dates for planning and preparation. This position will be required to be on-site at WTS International and WTS Foundation events, which does require travel.
The requirements listed above are representative of the knowledge, skill and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
About Women's Transportation Seminar International
The Women’s Transportation Seminar International (WTSI) is an international organization dedicated to the professional advancement of women in transportation. WTSI attracts, sustains, connects and advances women’s careers to strengthen the transportation industry. With over 8,500 members in 65 chapters across the United States and Canada, WTS provides unprecedented access with members representing the highest levels of the transportation industry and offers programs attracting emerging leaders to careers in STEM. WTSI is helping women find opportunity and recognition in the transportation industry.