Employment Opportunity

Events Coordinator

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Cambridge, MA

The American Academy of Arts & Sciences seeks an Events Coordinator to assist in planning and coordinating high-profile events and meetings of the Academy. The Academy plans over 120 events per year as part of an annual program of events that includes symposia, lectures, panel discussions, performances, workshops, project committee meetings, the Academy’s Annual Induction Weekend, governance meetings, and other gatherings of distinguished members in Cambridge, throughout the country, and occasionally in other parts of the world. The Events Coordinator reports to the Events Manager and works collaboratively with colleagues across the organization.

Responsibilities

  • Provide day-to-day administrative and logistical support for multiple concurrent events and programs, interacting regularly with Academy departments, Academy members, invited speakers, and other guests
  • Manage event registration, including creation of website and registration pages and monitoring and logging RSVPs, and provide onsite support for most local events
  • Track meeting attendance, expense information, status reports, and other key metrics
  • Create and ensure quality control of event communication, including invitations, reminders, confirmations, and emails with multiple stakeholders
  • Prepare event materials such as programs, nametags, tent card, briefing materials, dinner seating charts, etc. with an attention to detail and accuracy
  • Provide additional administrative support for the Membership Engagement team, including tracking of member engagement activities, member service, and correspondence; updating records; scheduling meetings; and preparing materials
  • Work within a team environment to support colleagues with their events and project meetings
  • Occasional early morning, evening, and weekend responsibilities will be required; some travel (<10%) may be required
  • Perform other related duties as assigned

Qualifications & Skills:

  • Associate’s Degree required, Bachelor’s Degree preferred
  • Three to five years of administrative experience, preferably at a foundation, higher education institution, or cultural non-profit; experience working within an events or development environment a plus
  • Experience coordinating event logistics and managing details of multiple events
  • Proven ability to juggle multiple deadlines and competing priorities, and to work accurately in a fast-paced environment
  • Outstanding organizational and analytical skills, impeccable attention to detail, and a focus on ensuring quality control of communication and information
  • Enjoys the opportunity to exhibit resourcefulness, creativity, and initiative when problem-solving
  • Excellent written and interpersonal communication skills; ability to comfortably and professionally interface with a wide range of constituents
  • Proficient in Microsoft Office (particularly Excel and Word) and Adobe Acrobat, and comfortable learning new document-processing and database applications; experience working with Salesforce is ideal but not required
  • Exhibits confidentiality, good judgment, and a proactive, positive client focus; demonstrates a dedicated sense of eagerness in serving the interests of the Academy’s members
  • Thrives in a fast-paced, team-oriented work environment

Application Instructions

Using the "apply now" button below, applicants should submit an online application including their resume and a cover letter indicating their interest and qualifications for this position.