- Work with the Events Manager and program staff on planning and coordinating details of multiple concurrent events and meetings, liaising with vendors, and interacting regularly with colleagues across Academy departments, Academy Fellows, invited speakers, and other special guests.
- Manage invitations, registration, and communications with event participants.
- Track and report on meeting attendance, participant information, expense information, and other key metrics.
- Provide onsite event support.
- Coordinate logistics, technology, and execution of virtual meetings and webinars.
- Prepare event materials such as programs, schedules, nametags, tent cards, briefing materials, dinner seating charts, etc.
- 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 or equivalent required, bachelor’s degree preferred; and 3-5 years of experience in events or project coordination, preferably at a foundation, higher education institution, or cultural non-profit.
- Proficiency in Microsoft Office (especially Word, Excel, and Outlook), Adobe Acrobat, and Salesforce. Ability to quickly learn numerous event management and database applications, and to adapt to nuances in the applications.
- Strong organizational and analytical skills and experience coordinating logistics and managing details.
- Demonstrated ability to prioritize, juggle multiple deadlines, and work with little supervision in a fast-paced environment; ability to creatively problem-solve and be flexible as needs change.
- Excellent written and interpersonal communication skills; confidence in professionally interfacing with a wide range of constituents.
- Confidentiality, good judgment, and a proactive, positive client focus.
- Success with building relationships with colleagues and contributing to a team-oriented environment.
- Ability to occasionally lift up to 40 lbs, climb stairs, and operate a handcart.
Location and Work Environment
This position is a hybrid role and will be based at the Academy’s headquarters in Cambridge, Massachusetts. At the Academy, we approach hybrid work with a focus on “purpose over presence,” with a blend of remote and in-person work, depending on the needs of the role and current projects. Occasional travel, nights and weekends may be required.
Applicants should submit an online application including their resume and a cover letter indicating their interest and qualifications for this position.
Commitment to Diversity:
The American Academy is committed to the diversity of its staff and membership. As a scholarly organization and research center, the Academy recognizes that diversity of thought, class, experience, sex, gender, race, physical or mental ability, age, religion, national origin, and sexual orientation is a value to uphold and is central to the mission and work of the organization. A more pluralistic staff embracing diversity of thought, approach and life experience fosters a more nuanced understanding of contemporary issues facing the nation and the world. Working together in a climate of respect and openness models the civil discourse that is fundamental to the work of the Academy.