Travel Program Manager

GENERAL SUMMARY

The Travel Program Manager is responsible for managing Crown Society travel, curatorial travel, and travel for the President and CEO. In addition, this person will manage the President and CEO’s calendar and schedule appointments and meetings. Although reporting to the President and CEO, the Travel Program Manager will work closely with the Advancement and Curatorial teams and will assist with the planning and implementation of The Mint Museum’s long and short-term development efforts by devising and implementing a multi-year travel program. The program will be designed with the goals of building and fostering donor relationships, increasing awareness in and support for current and upcoming Mint exhibitions, making strategic acquisitions for the permanent collection, and also attracting new Crown Society, Collections Board, and General Members, while encouraging timely renewals and upgrades.

DUTIES AND RESPONSIBILITIES

• Identifies and develops a series of trip offerings to be scheduled over the course of each fiscal year
• Works with the Mint’s President & CEO, Curatorial staff, and Crown Society Co-chairs to target destinations where the museum and supporters have favorable relationships, where planned exhibitions are of particular interest, and work synergistically with the Mint’s exhibition schedule, and where there may be possibility of a strategic acquisition for the Mint’s collection
• Targets and connects with members of the Crown Society to optimally include hosts for each location
• Considers art fairs where there may be interesting relationships, and where participants may acquire works of art for themselves or for the museum
• Considers the following travel scope over any given year: for Crown Society: 1 international trip, 2-3 domestic overnight trips; for Collections Board: 1-2 international or domestic overnight trips per individual Curator’s needs, for General Membership/ Docents: 1-2 local day trips.
• Coordinates travel for President and CEO
• Manages the President and CEO’s calendar and is responsible for making and managing appointments.

TRIP MANAGEMENT

• Sets pricing per individual and couples/ double occupancy, based on all needs and requirements, taking into account costs for staff travel. Invoices and collects deposits and final payments in time to meet the outgoing payment schedule.
• Works with internal billing to ensure that payments and expenses for each trip are individually managed
• Works with hosts and curators to select hotels, restaurants, studio and museum visits, and other excursions.
• Manages all travelers’ needs at hotels, including extensions and upgrades.
• Coordinates with external tour companies or hotel concierges to secure guides, local transit, etc.
• Handles all tickets for museums and tours, as well as registrations for fairs
• Manages specific timing for elements on each trip, and provides written itineraries for stays
• Attends trips as needed and budgeted to serve as “on the ground” correspondent and manager for all local contacts and to address participants’ needs

PROMOTIONAL & MEMBER COMMUNICATIONS

• Oversees design and communication of invitations, e-vites, and itineraries
• Designs annual mailer based on trips planned for the upcoming two years (with as accurate details as possible)
• Oversees website updates to note upcoming opportunities.
• Works with Leadership Giving Manager, Membership Manager, and Curators to prioritize invite lists, making sure that all participants stay current on their appropriate memberships

DESIRABLE QUALIFICATIONS/ATTRIBUTES: NON-ESSENTIAL FUNCTIONS

EDUCATION & EXPERIENCE

• Bachelor’s degree in hospitality management, business administration, art history, or a related field preferred.
• 5+ years of experience in travel program management, donor relations, event planning, or executive support, ideally within a museum, nonprofit, or arts organization.
• Demonstrated experience coordinating complex domestic and international travel, including logistics, budgeting, and on-site management.
• Experience working directly with executive leadership, high-level donors, and VIP clientele.

SKILLS & COMPETENCIES 

• Project Management: Strong organizational skills to plan, coordinate, and execute multiple trips across a fiscal year.
• Budgeting & Financial Oversight: Ability to develop trip pricing, manage invoices and payments, and track expenses accurately.
• Communication & Relationship Building: Excellent written and verbal communication; able to interact effectively with donors, curators, and external partners.
• Attention to Detail: High level of accuracy in scheduling, logistics coordination, and calendar management for the President & CEO.
• Event Coordination: Skilled in planning curated travel experiences (including hotels, restaurants, and tours) aligned with institutional goals.
• Marketing & Collateral Development: Experience overseeing trip-related collateral such as itineraries, invitations, and promotional materials.
• Technical Proficiency: Proficient in Microsoft Office Suite, CRM systems (such as Raiser’s Edge or Salesforce), and digital calendar platforms (Outlook, Google Calendar, etc.).

PERSONAL ATRIBUTES

• Professional, discreet, and comfortable working with confidential information.
• Diplomatic and composed under pressure, with strong problem-solving skills.
• Flexible and able to travel as needed to manage trips on-site.
• Passion for art, culture, and donor engagement is highly desirable.

WORKING CONDITIONS

Normal office environment, periodic travel, night, or weekend work required.

SUPERVISORY RESPONSIBILITIES No

ADDITIONAL EDUCATION, CERTIFICATION OR PROFESSIONAL DESIGNATIONS: Knowledge and/or background in Fine Arts, design and/or Art History a plus.

DISCLAIMER: The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job. The Mint Museum reserves the discretion to change this job description at any time.

ABOUT THE MINT MUSEUM

As the oldest art museum in North Carolina, with one of the largest collections in the Southeast, The Mint Museum offers its visitors inspiring and transformative experiences through art from around the world via innovative collections, groundbreaking exhibitions, and riveting educational programs. The Mint Museum is a non-profit, visual arts institution comprised of two dynamic facilities: Mint Museum Uptown and Mint Museum Randolph.

Located in what was the original branch of the United States Mint, Mint Museum Randolph opened in 1936 in Charlotte’s Eastover neighborhood as the state’s first art museum. Today, in a beautiful park setting, intimate galleries invite visitors to engage with the art of the ancient Americas, ceramics and decorative arts, fashion, European art, and African art, among other collections. Resources include a reference library with over 18,000 volumes, a theater featuring lectures and performances, and a museum shop offering merchandise that complements both the permanent collection and special exhibitions.

Mint Museum Uptown houses the internationally renowned Craft + Design collection, as well as outstanding collections of American, contemporary, and European art. Designed by Machado and Silvetti Associates of Boston, the five-story, 145,000-square-foot facility combines inspiring architecture with cutting-edge exhibitions to provide visitors with unparalleled educational and cultural experiences. Located in the heart of Charlotte's burgeoning center city, Mint Museum Uptown is an integral part of the Levine Center for the Arts, a cultural campus that includes the Bechtler Museum of Modern Art, the Harvey B. Gantt Center for African-American Arts and Culture, the Knight Theater, and the Duke Energy Center. Mint Museum Uptown also features a wide range of visitor amenities, including the 240-seat James B. Duke Auditorium, the Lewis Family Gallery, art studios, a restaurant, and a museum shop. For more information, visit mintmuseum.org.