Events Coordinator: Job Description

The Mellon Foundation (“Foundation”) believes that the arts and humanities are where we express our complex humanity, and we believe that everyone deserves the beauty, transcendence, and freedom to be found there. Through our grants, we seek to build just communities enriched by meaning and empowered by critical thinking, where ideas and imagination can thrive. It makes grants in four core program areas (Higher Learning, Arts and Culture, Public Knowledge, and Humanities in Place). The Foundation seeks an Events Coordinator.

Summary

The Events Coordinator is primarily responsible for supporting the event leads with logistical organization, metrics analysis and reporting, planning, and other tasks related to the execution of internal and external events at the Foundation’s offices, virtually, and at off-site locations across the US. The successful candidate will work independently to support the events function as well as closely and collaboratively with events staff, communications, and leadership teams across the Foundation following guidelines and processes in accordance with established policies and procedures. 

This position is within the Mellon events function, which reports to both the Office of the President and Communications. 

Position Details

Primary responsibilities include:

• Assist with and track venue and vendor research and outreach 
• Manage collaboration with creative team to execute asset development and printed materials 
• Support internal and external meeting scheduling, preparation, and research
• Ensure meeting agendas are established, take notes during meetings, and organize action items with corresponding due dates 
• Serve as liaison between events team and other internal teams (e.g., Office Services, Finance, etc.)
• Work within Splash and event content management system (CMS) and to create landing pages for internal and external events
• Manage, organize, and update attendee and registrant information 
• Pull, organize, and send registration reports for all active events 
• Support eventual data migration from event CMS to robust CRM system
• Manage event RSVPs and lead invitee engagement/queries as needed 
• Update speaker database to help track invites and acceptances 
• Assist developing and updating templates, process documents, presentation decks, and briefing/debriefing materials
• Manage and update master calendar of holidays, religious observances, and other dates
• Post event updates on Foundation communication channels and interdepartmental calendars 
• Update and organize venue databases with new spaces, specifications, and contact details. 
• Track post-event reconciliation to ensure appropriate follow-up items are completed for events, (e.g., create and organize post-event attendance reports, save documents to drive for future reference, and arrange speaker thank you gifts)
• Oversee event preparation checklist, order necessary supplies, and pack/ship event materials
• Assist with day-of event staffing needs as assigned for both in-person and virtual events
• Oversee registration on-site at events, including printing and organizing name badges
• Provide additional support and assistance to the events team members as needed
• Other events-related tasks as assigned

Required Skills and Experience

• Bachelor's degree with 2+ years of prior event experience; Prior foundation or non-profit experience is a plus
• Experience with event databases and registration systems 
• Excellent written, verbal, and interpersonal communication skills
• Exceptional organizational and presentation skills
• Demonstrated ability to anticipate next steps, take initiative, exercise discretion, gracefully manage colleagues, Foundation leadership, and VIPs, and apply sound judgment
• Flexible, highly organized, and proven ability to juggle multiple and competing tasks and demands, as well as impeccable follow-up and attention to detail
• Experience managing projects with short lead times and time sensitive deadlines in a productive and professional manner, with strong attention to detail and a positive attitude
• High degree of proficiency with Microsoft Office applications (particularly Excel, Word, Power Point). Splash, SharePoint, Box, Monday, and Salesforce experience a plus
• Integrity, intelligence, flexibility, and initiative with humor and kindness
• Understanding of and commitment to the mission and goals of the team and organization

The Mellon Foundation is committed to providing compensation that is competitive and equitable within the philanthropic sector. The estimated salary range for this role is $75,000–$90,000. The amount of pay offered will be determined by a number of factors, including but not limited to qualifications, unique skills, credentials or experience that is expected to impact the candidate’s contribution to the role. We will also consider market data as well as the Foundation’s internal pay equity framework. Mellon is an equal opportunity employer and offers a generous total reward package that provides base salary as well as a comprehensive benefits program, and an excellent working environment. 

Please note that Mellon maintains a hybrid work schedule, with three days/week in person at the Foundation’s Manhattan offices.