Events Coordinator: Job Description
The Andrew W. 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.
The Events Coordinator will report to the Director of Events and is primarily responsible for supporting the Events Team with various logistical tasks related to the execution of internal and external-facing strategic events, which may include conferences, panel discussions, seminars, retreats, film screenings, board meetings, celebrations, or other convenings both at the Foundation's offices and at off-site locations across the US. The individual will work both independently and as part of a team following guidelines and processes in accordance with established policies and procedures.
Primary responsibilities include, but are not be limited to the following:
- Create landing pages for internal and external events under the supervision of Event and Communications staff members.
- Manage, organize, and update attendee and registrant information in the Splash database system as directed by team members.
- Pull, organize, and send registration reports for all active events on an ongoing basis.
- Assist with the eventual data migration from Splash to a CRM system.
- Manage RSVP inbox and respond to invitee inquiries in a timely manner.
- Oversee registration on-site at events, including printing and organizing name badges.
- Oversee event preparation checklist, order necessary supplies and pack/ship event materials.
- Assist with development of attendee feedback surveys to adapt and improve events based on learnings.
- Assist with internal and external meeting preparation and research.
- Ensure meeting agendas are established, take notes during meetings, and organize action items with corresponding due dates.
- Schedule meetings with internal and external stakeholders.
- Assist in developing and consistently updating templates, process documents, presentation decks, and briefing/debriefing materials.
- Manage and update master calendar of holidays, religious observances, and other dates for event scheduling purposes.
- Upon event launch, post event and registration details on internal calendars and teams channels and update as needed.
- Create and update speaker database to track invites and acceptances for future reference.
- Update and organize venue databases with new spaces, specifications, and contact details.
- Track post-event reconciliation to ensure appropriate post-event 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.
- Assist with day-of event staffing needs as assigned for both in-person and virtual events.
- Manage and oversee logistics for small scale internal events as assigned.
- Provide additional support and assistance to the events team members as needed.
Required Skills and Experience
- The ideal candidate would hold a bachelor's degree with 2+ years of prior events experience. Prior Foundation and/or nonprofit experience is a plus.
- Prior experience working with databases and events registration systems is required.
- Excellent written, verbal, and interpersonal communication skills
- Exceptional organizational and presentation skills.
- Demonstrated ability to anticipate next steps, take initiative, exercise discretion, manage up, and apply sound judgement.
- 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 a can-do attitude.
- Understanding of and commitment to the goals of the program and the Foundation.
The Foundation is an equal opportunity employer that offers a competitive salary, outstanding benefits, and excellent working conditions.
Candidates should apply by submitting a thoughtful cover letter describing fit for the position together with a resume at: Events Coordinator. The Foundation will consider each response carefully, but only contact those individuals it believes are most qualified for the position.