Educational Travel Operations Assistant Manager
The National WWII Museum is currently seeking an Educational Travel Operations Assistant Manager. Reporting to the Manager of Educational Travel Operations and Director of Educational Travel Operations, the Educational Travel Operations Assistant Manager is responsible for operations coordination and management of the museum’s signature international educational travel programs, which includes the Museum’s rapidly growing affinity- based educational travel programs focusing on WWII history for adult audiences.
A strong emphasis of this position will be the coordination and support of the currently offered programs under the department and participation in a key role supporting the development of new revenue generating educational programs. This role will also ensure all aspects of travel program operations are maintained in a highly organized and efficient manner, positioning the department for anticipated substantial growth in the current and subsequent fiscal years.
Experience in hospitality or events is required. Knowledge of operations budgets and experience working with logistical vendors and operators such as hotels, transportation, restaurants, and destination management companies, are key to success in this role. The Educational Travel Operations Assistant Manager will report to the Operations Manager and work closely with the Director of Educational Travel Operations to ensure the department’s portfolio of deluxe educational travel programs are well positioned for successful promotion, sales and execution, always keeping the market’s competitive set in mind and ensuring continued best-in-class travel program operations. The Operations Assistant Manager must have a strong acumen for detail, keen focus on timeline management, and excellent organizational skills.
- Work closely with both the Director of Operations and the Operations Manager, following fully implemented standard operating procedures which support the successful development and sale of FIT, Group and MICE programs.
- Responsible for the scheduling, booking, and payment for all transportation for all tours. This includes any requests from guests be communicated to the transportation company along with pick up and drop off times and locations. In addition to the group transportation, book and schedule private transfers for all tours.
- Work with the museum’s Education Department to ensure that all operational aspects of the Normandy Academy student programs are coordinated, including the management of all hotel reservations, hotel meals, and rooming lists.
- Responsible for the booking and planning of all Experience the Victory, the Museum’s domestic program. This includes the hotel, meals and receptions, the inclusions, and often being the onsite manager.
- Ensure production accuracy and timeliness of pre-departure passenger documents and gifts in coordination with the Sales and Marketing teams to include guest name badges, luggage tags, and pre-departure itineraries. In addition, submitting orders for guest name badges and luggage tags; and ordering tour equipment such as listening devices, bus decals, lanyards, and lollipop signs.
- Liaise closely with Director of Educational Travel Operations and other departments to ensure all logistical and operational elements of the museum’s symposia, annual International Conference on WWII, and leadership programs are effectively managed. Facilitate communication and execution with The Higgins Hotel as well as other vendors, including room blocks, meeting rooms, banquets, etc. for the production of ticketed, on-site events sponsored by the Museum.
- Monitor and manage key milestones in defined contractual timelines, ensuring the review and/or release of unsold space is executed under the Director’s supervision and approval.
- Facilitate the processing of vendor purchase orders and contract payments, per established timelines. This is for all Transportation, Museums, Inbound Tours, and Student Tours, and often assist the Director of Educational Travel Operations with other purchase orders and payments.
- Support and facilitate communication with featured speakers, contracted guests, and/or Museum staff to coordinate travel arrangements related to their travel program participation.
- Travel abroad on the museum’s educational programs, attend conferences and events as appropriate or manage travel programs on-site in a logistical Tour Manager support role.
- Perform other duties and special projects as assigned.
- Bachelor’s degree with a minimum of three years demonstrated success in operations management. Experience in hospitality or events is required. Previous supervisory experience preferred.
- Proven track record of operations management and program execution.
- Experience in budget development and management, cost analysis, operations logistics, contracting and negotiations.
- Excellent communications and interpersonal skills and abilities – verbal, written, and computer.
- Highly organized and has effective time management skills with evidence of entrepreneurial qualities.
- Willingness to have a flexible schedule and to work irregular hours that go beyond a 40-hour week including some weekends and evenings both here in New Orleans or abroad.
- Ability to push, pull, and lift up to 50 pounds. May require prolonged standing and/or walking during which time objects are transported. May require bending, squatting, or reaching, and occasional use of equipment.
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