Events Coordinator / Assistant
Reports to: Vice President of Conferences and Events
Location: Downtown Washington, D.C.
About the Philanthropy Roundtable: The Philanthropy Roundtable is a well-established organization in the philanthropic sector, serving as a resource for hundreds of donors and foundation leaders. Its vision is to build and sustain a vibrant American philanthropic movement that strengthens our free society. To achieve this vision, the organization pursues a mission to foster excellence in philanthropy, protect philanthropic freedom and help donors advance liberty, opportunity and personal responsibility.
With this goal in mind, the organization is building a first-in-class conference and events team to expand the Roundtable’s convening capacity to developing and executing high quality, bespoke events for the organization’s community. This team is working toward the exciting vision set out in the Roundtable’s strategic plan and being led by a dynamic president & CEO.
Since 1991, the Philanthropy Roundtable has served individual philanthropists and foundations that are refining their philanthropic strategies to maximize the impact of their resources, as well as emerging donors and entrepreneurs who are developing their philanthropic plans. The Roundtable is the leading organization in the United States focused on promoting and defending the power of private giving and the means to create wealth to make charitable giving possible.
Job Summary: Reporting to the Vice President of Conferences and Events, the Events Assistant/Coordinator will play an instrumental role in supporting the elevated gatherings of the organization. The Roundtable currently hosts a wide array of events from intimate working groups to a 400-person annual meeting. As outlined in our strategic plan, the organization will increase the number, type and quality of its meetings as it engages new audiences, especially wealth creators and donors giving as individuals.
The Events Assistant/Coordinator is responsible for drafting event collateral and content, managing the registration process for events and assisting and initiating a variety of projects for myriad events of varying size. The ideal candidate is an enthusiastic self-starter who has interest and experience in all things events; Including but not limited to planning, systems, logistics, outstanding customer service, and a high sense of urgency and attention to detail.
Job Duties: Responsibilities include but are not limited to:
- Support the coordination of the planning and execution of all gatherings including, but not limited to the annual meeting, educational conferences, donor site visits, working group meetings, salon dinners and donor retreats
- Track and analyze data with ease and consistency for varying purposes across a multitude of events
- Draft and send out logistical e-mails in advance of events, including run of shows and best practices
- Build website platforms to facilitate online registrations
- Track and coordinate speaker logistics for various special events
- Manage the registration process for in-person and virtual events, which includes updating the CRM database (Salesforce/Blackthorn) on a daily basis and creating and monitoring events in our preferred payment platform.
- Assist with marketing and outreach efforts to promote events and recruit new attendees
- Coordinate across the organization to create digital and print event collateral, including but not limited to welcome binders, participants lists, and event one-pagers
- Track event budgets and process reimbursements after each event
- Collaborate with all teams across the organization to engage them in successfully executing best-in-class events
- Other duties and responsibilities as assigned by the vice president of conferences and events
- Education: Bachelor’s degree
- One to three years’ experience planning events, including both in-person events and virtual gatherings
- Endorses and is motivated by the guiding principles, mission and vision of the Roundtable
- Exceptional written and verbal communication skills
- Ability to work in a fast-paced environment and be forward-looking, creative, proactive and efficient
- Highly organized with an ability to manage the details of multiple projects and the necessary time management skills to consistently meet deadlines
- Customer-service attitude suited to working with highly successful business leaders and philanthropists
- Exhibit characteristics of cheerfulness, confidence and professionalism
- Strong computer skills and demonstrable proficiency in using Microsoft Outlook, Word, Excel and Publisher. Must have experience with Excel fields and data merges
- Must have experience with customer relationship management databases (Salesforce), e-mail marketing programs and online survey platforms
- Versatility to be both a self-starter who takes initiative and a collaborative team player with strong interpersonal skills focused on achieving results
- High standard of honesty and strong ethical standards
- Willingness and ability to travel for site visits and events
Travel: Position will travel domestically three to four weeks per year.
Application Process: To apply please send a cover letter, including your interest in the Roundtable’s vision, mission, guiding principles, and your salary requirement, along with your resume to Suzi Marchena & Jillian Johnson at [email protected] and [email protected]. Applications will be reviewed on a rolling basis until the position is filled. Position title will be determined based on experience.