Event Planner (Internal Candidates Only)

Job Summary The Event Planner provides strategic oversight and coordination for WEA (Washington Education Association) meetings and events, including the annual RA (Representative Assembly) and other large-scale organizational convenings. This role operates within a collaborative, department-based meeting model in which each department designates a staff member to serve as a Meeting Liaison responsible for coordinating department and program meetings, travel arrangements, invoices, and day-to-day logistics. This position provides centralized oversight of meeting and event contracts, venue selection standards, vendor relationships, and budget compliance to ensure consistency, cost control, and alignment with WEA policies and procedures across the organization. Serving as the primary resource for meeting standards, event contract compliance, and vendor management, the Event Planner helps promote efficient, well-coordinated, and fiscally responsible event planning practices throughout WEA. In partnership with Department Meeting Liaisons, this position supports consistent and efficient meeting planning processes throughout the organization. Key responsibilities include negotiating and managing contracts, managing vendor relationships, overseeing travel systems and processes, supporting budget development and monitoring, and resolving complex event-related issues and escalations. The Event Planner plays a critical role in ensuring WEA meetings and events are professionally executed and aligned with organizational goals and member needs. Benefits and Compensation Salary range (CATEGORY 4) - $100,655 to $138,209 Employer‑paid medical, dental, vision, and life insurance (full family coverage) Generous sick and paid time off (PTO) Long‑term disability plan Defined Contribution plan – 401(k) (with employer contribution) Defined Benefit plan Relocation assistance Position covered by the WEA/WEASO Collective Bargaining Agreement Responsibilities Partner with Department Meeting Liaisons and WEA executive support staff to support the planning and execution of meetings, retreats, conferences, and large‑scale events across the organization. Review and approve all external meeting locations, contracts, and vendor commitments to ensure consistency, budget alignment, and compliance with WEA contract and meeting standards. Research, schedule, and recommend locations for external meetings and large organizational events, while supporting departments with venue selection and long‑term meeting and event planning strategies. Lead the negotiation, review, approval, and management of contracts for external meetings, hotels, conference venues, and major events; maintain centralized oversight of preferred vendor relationships and cost controls to ensure responsible financial management. Coordinate the implementation of contracts within budgetary guidelines, working closely with external vendors including hotels, catering, and other event service providers. Work collaboratively with Department Meeting Liaisons and HQ (Headquarters) Building Administrative Support as needed for internal HQ meetings to ensure catering, room setup, lodging, and other meeting needs are met efficiently and in a timely manner. RA and NEA Responsibilities Oversee the planning and execution of major organization‑wide events, including the WEA RA, NEA RA, Board meetings, retreats, and other events as assigned by WEA management. Serve as the key coordinator for the planning and preparation of the WEA RA, including maintaining calendars, timelines, and master planning documents outlining roles and responsibilities; coordinating requests for proposals and future site planning; and working closely with hotels, convention centers, GES (Global Experience Specialists), and other event partners to ensure successful event planning and execution. Serve as staff support to the WEA Convention Planning Work Team and NEA Convention Work Team and represent WEA as the staff liaison for NEA State Coordinators’ meetings. Attend the annual NEA Site Selection meeting, coordinate with WEA leadership to finalize hotel selections for the delegation each year, and collaborate with NEA staff to negotiate and execute related contracts. Attend the WEA RA and the NEA RA. Travel, Financial, and Operational Oversight Negotiate and manage group rates and contracts with hotels, car rental companies, and other travel vendors. Oversee WEA travel systems and processes, including Egencia administration, policy guidance, and user support. Support departments with travel approvals, reservations, and reconciliation of Egencia billing and travel‑related expenses. Review and resolve complex billing discrepancies, vendor disputes, contract concerns, and policy issues escalated by departments. Assist staff with travel account setup and provide support for travel‑related questions and escalations. Support departments in preparing cost estimates, monitoring expenditures, and ensuring compliance with meeting and event budgets. Review event‑related invoices and assist with contract verification, reconciliation questions, and issue resolution. Additional Responsibilities Build and maintain strong, collaborative relationships with Governance, staff, managers, directors, NEA staff, WEA Member Benefit partners, and external vendors. Independently draft and review correspondence, notices, contracts, and other meeting‑related documents. Address and resolve event logistics issues, staff and member needs, vendor concerns, and special accommodation requests in a timely and effective manner. Train and support staff and Department Meeting Liaisons in meeting planning procedures, travel systems, teleconferencing tools, and related technologies. Prepare annual meeting reports for insurance and compliance purposes. Develop and implement feedback tools to assess meeting planning, event effectiveness, and service quality, and apply best practices based on results. Travel independently to offsite locations to conduct site visits, evaluate accommodations, and meet with vendors. Manage competing priorities in a fast‑paced environment while maintaining accuracy and responsiveness. Support and advance WEA’s mission, goals, core values, and priorities. Other duties as assigned. Minimum Qualifications Associate’s degree in Business Administration or a related field, or an equivalent combination of education and relevant experience. Experience planning and coordinating large‑scale meetings or events (generally 50+ attendees), including multi‑day events involving complex logistics, multiple vendors, and cross‑departmental coordination. Demonstrated ability to independently manage all phases of event planning, including venue selection, contract coordination, budgeting, logistics, and on‑site event execution. Experience reviewing, negotiating, and/or managing contracts with hotels, conference venues, or other event vendors. Experience managing event budgets, including tracking expenditures, reconciling invoices, and ensuring compliance with approved budgets. Demonstrated ability to manage multiple events or projects simultaneously in a fast‑paced environment with competing priorities and deadlines. Strong customer service and problem‑solving skills, including the ability to anticipate needs, navigate high‑stakes situations, and work effectively with diverse stakeholders. Experience using database software and travel‑related systems such as Egencia or similar platforms. Experience working with audio‑visual equipment, presentation technology, and meeting platforms, including troubleshooting technical issues. Experience supporting virtual and hybrid meetings or events using online event platforms and related technology. Ability to collaborate effectively with diverse individuals and groups while maintaining professionalism in high‑pressure situations. Strong written and verbal communication skills, including the ability to draft correspondence and present information clearly and professionally. Ability to analyze information, identify key issues, and make informed recommendations based on data and operational needs. Ability to work flexible and extended hours, including evenings and weekends, and travel as needed. Ability to work independently, manage competing priorities, and consistently meet timelines, goals, and objectives. Ability to obtain and maintain a valid Washington State driver’s license, maintain a satisfactory driving record, and provide a dependable automobile for Association related travel, including proof of automobile insurance with liability limits of at least $100,000/$300,000. Must be able to work in person at WEA Headquarters in Federal Way, WA. Preferred Qualifications Knowledge of Washington state cities, hotels, meeting venues, and conference facilities. COVID‑19 Vaccination As part of our commitment to the health and safety of our employees, members, and councils, all candidates must provide proof of full COVID‑19 vaccination status upon hire. Exceptions may be made for medical or religious reasons in accordance with applicable laws. Supervision The successful incumbent will function as a member of Governance and will report to the Governance & Administration Manager. Equal Employment Opportunity The Washington Education Association is committed to a diverse, equitable, and inclusive workplace where the contributions of each employee are respected as part of the work performed on behalf of 90,000+ members in public education. WEA embraces employees with varied backgrounds and life experiences, including race, ethnicity, gender, age, religion, socio‑economic status, sexual orientation, gender identity, physical ability, and veteran status. Only those candidates who can commit to promoting diversity, equity, and inclusiveness need apply. #J-18808-Ljbffr