Events Coordinator – EVENT002040-00001

DESCRIPTION/RESPONSIBILITIES:

Who We Are

Peace is our commitment. The United States Institute of Peace represents the American people’s shared values and commitment to peace worldwide. We know that Peace is Security – it advances both U.S. and international security by preventing, managing, and mitigating violent conflict.

We are an independent, non-partisan institution and are actively engaged with peacebuilding efforts worldwide. Together we tackle the most challenging problems and hold fast to the possibility of a more peaceful world. To learn more about USIP programs and job openings, go to https://www.usip.org/about/careers.

If you have a passion for making the world a better place and want to have a front-row seat on the world stage, USIP is the place for you.

JOB BRIEF

The Events Coordinator is primarily responsible for planning, managing and coordinating all logistics for internal staff events (meetings, panel discussions, seminars, conferences, receptions, lunches, and dinners) to include, but not limited to responding to inquiries, room assignments, coordination with catering and technology, distribution of floor plans and banquet event orders (BEOs). These logistical functions are in support of Event, Production & Protocol (EPP) colleagues, other Institute departments and clients with input and demand from multiple directions, people and organizations is amplified by competing priorities that are present many times during a day. This position will report to the Senior Manager, is based in Washington, D.C. and is an integral member of Event, Production and Protocol Team.

TARGET SALARY RANGE

Grade 10 – $68,000 – $70,000

The Institute uses the General Schedule salary tables for administering compensation. Offers are determined based upon candidate qualifications, related experience, internal equity, and the amount budgeted for the position.

RESPONSIBILITIES

* Creates BEOs for events and ensures costs are accurately reflected for billing invoices and reconciliation; adheres to event budgets, manages and follows-up on payments for USIP and third-party events; distributes invoices to appropriate centers/departments and external clients.

* Coordinates and maintains knowledge of audio visual, food & beverage, guest requests, room set-ups, registration and check-in procedures, and operation of all event spaces.

* Coordinates all event equipment and amenity needs with the appropriate departments; initiates all administrative procedures necessary for events; creates in-house communications (i.e., signage, security notifications, parking requests and room closure announcements); assists in the preparation of conference center information materials (e.g., maps, information packets, floor plans, etc.) for clients.

* Ensures that all conference rooms are properly maintained and prepared for each meeting accordance with the BEOs and standard operating procedures; serves as an information source and provides clients with support for any conference room needs while meetings are in progress and oversee special events from start to completion in collaboration with the EPP Team as needed.

* Collect, maintain and process all event details, to include managing invitation lists, collects RSVPs, meeting agendas, catering, etc.

* Produce materials for events to include, but not limited to, invitations, nametags, tent cards, menu cards, signage, etc.

* Maintain event calendar by confirming room and date holds, holding staff and other stakeholders to deadlines, etc.

* Schedule, conduct or assist with site visits with internal and external guests.

* Communicate with internal and external guests regarding event coordination and progress.

* Schedule and participate in event debriefs.

* Assist with external events when necessary.

* Keeping abreast of marketplace trends within the industry and providing relevant and innovative ideas to stakeholders and internal clients

* Brainstorms and research unique event and consumer engagement ideas, in partnership with the Sr. Manager.

* Establish and maintain vendor relationships.

Performs other duties as assigned

QUALIFICATIONS

* Bachelor’s degree with a minimum of four (4) year of office/administrative experience, preferably in customer service or hospitality industry environment and/or equivalent experience is required.

* Experience in advertising agency or event planning, preferred.

* Event venue experience in marketing, operations, or events preferred.

* Experience with C Suite and VIP stakeholders.

* Must be able to work with internal staff, high-level officials, association members and vendors.

* Should be self-motivated, highly organized and able to manage multiple tasks and rapidly changing priorities independently with the ability to meet project deadlines in a fast environment

* Ability to effectively manage simultaneous assignments with minimal supervision.

* Excellent customer service skills.

* Excellent written and oral communication skills.

* Strong attention to detail and organization.

* Proficiency in the Microsoft Suite.

* Experience working with event management technology (i.e. INFOR SCS, SalesForce, Cvent) preferred.

* Ability to work in a fast paced and demanding environment

* Exhibits a positive and involved team attitude to all departments and maintains open communications with all co-workers for the best overall performance of the department.

* Ability to work early, evening and weekend hours as needed for meetings and events

* Core Hours, Monday through Friday 8:30 a.m. to 5:30 p.m. with additional hours as needed