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Event Coordination Specialist

2 months ago

Washington, United States AEI Full time
Position Overview

The American Enterprise Institute (AEI) is on the lookout for a dedicated, full-time events coordination specialist to support policy experts and their teams in the organization and execution of events, as well as assist in the planning and production of significant annual gatherings.

Interested candidates are encouraged to submit a resume, a cover letter that reflects their enthusiasm for AEI's mission, and an academic transcript.

Key Responsibilities
  • Collaborate with AEI scholars and their teams to organize, coordinate, and oversee logistics for both in-person and virtual events.
  • Assist in the planning and execution of AEI's prestigious annual gala and a multi-day policy summit.
  • Support the organization of special events (including departmental, institutional, and donor gatherings), which may involve researching and liaising with venues and engaging vendors for catering, accommodations, transportation, and audiovisual requirements.
  • Utilize various software tools and systems to enhance processes and improve efficiency across tasks.
  • Generate metrics reports and handle data extraction, formatting, and presentation.
  • Maintain the events webpage with current and accurate information using WordPress.
  • Oversee the events calendar; coordinate catering, setup, and audiovisual needs; and ensure daily requirements related to staff and scholar meetings are fulfilled.
  • Draft and distribute event invitations, reminders, and follow-up communications using Marketo email marketing software.
  • Collaborate with AEI's Design team on the creation of event and conference materials.
  • Proactively identify and implement new processes and refine existing ones to enhance team functionality and continuity.
  • Regularly assist team members with their daily responsibilities.
  • Perform additional duties as assigned.
Physical Requirements and Working Conditions
  • The individual must be capable of navigating an office environment and utilizing standard office equipment.
  • The individual must be able to lift up to 30 pounds.
  • This role requires close-up vision for computer-related tasks.
  • The individual must possess strong oral and written communication skills.
  • The individual must be able to work in confined spaces.
  • Moderate noise levels (e.g., from computers, phones, printers, and light traffic) are expected.
  • Travel for extended periods by air and other means of transportation may be necessary.
  • While international travel is not a regular requirement, program needs may occasionally necessitate it.
Qualifications
  • A bachelor's degree and a keen interest in public policy are essential.
  • 0–2 years of relevant full-time work experience is required; prior internship experience in events, logistics, or communications is advantageous.
  • Strong technical skills are necessary.
  • Experience with data extraction, manipulation, and presentation is preferred.
  • The individual must be:
    • Capable of working independently and proactively seeking to enhance efficiency across tasks;
    • Comfortable in a fast-paced and dynamic work environment;
    • Solutions-oriented with a commitment to providing excellent customer service;
    • Detail-oriented, composed, able to collaborate effectively, and capable of multitasking;
    • Able to interact effectively with colleagues at all levels while maintaining a high level of discretion;
    • Well-organized, with exceptional communication and problem-solving abilities; and
    • Familiar and comfortable with substantial computer work.
  • Familiarity with the following software platforms and systems is highly preferred:
    • Heavy database management
    • Metrics analysis
    • Microsoft Office (especially Excel)
    • Salesforce
    • Marketo
    • WordPress
    • Social Tables
    • Graphic design
    • HTML

Benefits

AEI provides a comprehensive benefits package, including 18 days of paid leave (15 days of paid annual leave and 3 personal/floating holidays); 12 days of paid sick leave; paid family leave; medical and dental coverage, along with a health savings account; medical and dependent care FSA; a tuition assistance program of up to $5,200; life and disability insurance at no cost to employees; and a 403b retirement plan with a 12% contribution from AEI, among other benefits. For a complete overview of our benefits, please refer to our benefits summary.

Compensation is determined by various factors, including but not limited to: the scope and responsibilities of the position; a candidate's relevant full-time work experience; key skills and qualifications; as well as internal and external market considerations. The salary range for this full-time, exempt position is $48,000 - $51,000. Salary is just one component of AEI's total compensation package for employees.