Administrative Support for Vice President of Global Special Events (50%):
Coordinates and maintains the Vice President's calendars to optimize time and provide information sharing.
Monitors deadlines, follows up on delegated tasks, and supports communications needs for projects being managed by the VP.
Coordinates all aspects of travel logistics including developing briefing packets for the Vice President before every event and work trip.
Coordinates internal and external meetings including preparation of agenda, invitation lists, materials, meeting room, and AV to connect remote staff.
Assists with preparation of email correspondence, memorandums, pre-approved contract templates, presentations, talking points and other materials as needed for the Vice President.
Submits expense reports for the Vice President by collecting receipts, coding expense reports, and submitting reimbursement requests.
Supports the Vice President on disseminating information across the Global Special Events team as needed.
Support for Global Special Events team (30%):
Maintains and distributes Global Special Events team calendars and supports future key dates mapping with leadership.
Ensures NGS Enterprise Calendar is up to date regularly with our team's events.
Creates calendar holds for all events with the appropriate attendees from Advancement and the Senior Leadership team
Ensures timely payment of office invoices by signing, scanning, and submits invoices in an efficient manner.
Maintains and organizes the team's filing system in Google Drive.
Assists in the coordination of cross-divisional projects, interfacing with relevant departments within the Society, NGP, regional offices as well as external partners.
Liaises with NGS senior leadership executive assistants on event details, event scheduling, and general event questions.
Supports event planning and execution as needed.
Events Data Management and Analysis Support (15%)
Supports the management of the events email inbox correspondence with event attendees during peak times.
Helps in developing and maintaining GSE analysis reports to distribute across teams and departments.
Helps pull end-of-year data to highlight team successes and contribute to external reporting including the NGS Annual Report.
Supports the onboarding and management of the team's project management tool.
Manage Summer Intern for the Global Special Events Team (5%)
Works alongside the HR Team to interview and hire the annual summer intern
Creates training schedules, develop the events-specific curriculum and manage the workflow and coordination between sub-teams project needs for the intern
Oversees the intern's schedule and on-site participation while they attend Explorers Festival in Washington DC.
Requirements
Educational Background
Bachelor's degree preferred
Minimum Years and Type of Experience
2+ years professional work experience; development or events experience preferred
Necessary Knowledge and Skills
Strong and effective written and oral communication skills; proven ability to communicate clearly and concisely to various audiences' enterprise-wide
Ability to exercise good judgment and work with minimum of instruction and supervision when necessary
Must be detail-oriented, organized, and capable of managing multiple projects simultaneously
Ability to maintain high standards of confid
Benefits
Vision insuranceRemote work options
Additional Information
How You'll Contribute
The Advancement team cultivates, solicits, and stewards individuals, as well as foundation, government and corporate partners who invest in the Society to drive impact through science, technology, education, exploration, and storytelling. The team collaborates with Society teams - and often works closely with NGP/Disney - to build transformative and impact-driven strategic partnerships. The team also produces global events that deepen connections and leverage the Society's power to convene, and directs robust annual, major and planned giving programs empowering the Society with a broad base of public support.
The Global Special Events (GSE) team of the National Geographic Society is responsible for developing and producing high quality, impactful events that use the power of convening to drive programmatic outcomes, further visibility for our executives, programs, and talent, and build donor loyalty and philanthropic support. GSE collaborates with internal partners to develop programming that brings our mission to life; complements our programmatic, outreach, educational, and philanthropic strategies; and creates meaningful connections among attendees.
The Coordinator, Global Special Events reports to the Vice President of Global Special Events and assists the VP with general administration for the Global Special Events team at National Geographic Society. This role is critical to ensuring there is strong organization, collaboration and communication across all teams within GSE as well as internal and external partners.
Ngs · Washington, DC