Events Coordinator - American Youth Policy Forum
The American Youth Policy Forum (AYPF) is seeking an Events Coordinator to join our non-profit team dedicated to providing learning events to education and youth policymakers. AYPF provides between 30-35 learning events each year.
The Events Coordinator is a key position responsible for the following:
Crafting and executing the logistical strategy of all major learning events, including forums, discussion groups, and field trips
Ensuring events are scheduled, planned, and implemented according to internal standards and established project budgets and timelines
Assuring that all aspects of the events are managed and executed effectively, including arranging all event logistics such as date, venue, and program, in collaboration with other staff
Managing the master calendar across the organization to align human and physical resources to event needs
Communicating and systematizing best practices across the organization’s various learning events
Creating written materials to support events
For forums and discussion groups, the Events Coordinator will arrange a room location on or nearby Capitol Hill, work with service providers to ensure appropriate set-up, food and beverage service, and the availability of multi-media and presentation equipment; work with presenters to ensure their travel is made and presentation materials are available; ensure the timely mailing of invitations with appropriate outreach to invitees and accurate RSVP counts; handle logistical issues at the event; ensure appropriate follow-up to the event; and enter into contracts and agreements with service providers after appropriate approvals. For field trips, tasks include organizing travel, meals, and ground transportation for groups of approximately 20 individuals; ensuring the timely preparation of briefing materials and support documents; and entering into contracts and agreements with service providers after appropriate approvals. Travel on several field trips a year is expected.
The Events Coordinator must be a highly motivated, self-directed, efficient manager, who enjoys detail-oriented work and doing whatever it takes to ensure a successful event. The position will require multi-tasking, as several events can occur in the same week or month and professional and courteous interaction with a wide range of high level individuals. The Events Coordinator will also supervise and work closely with the Database Manager/Administrative Assistant on events.
Qualifications
At least three years’ experience in event planning or similar work with management responsibility
Excellent communication, interpersonal, and writing skills
Attention to detail
Strong organizational, time-management, and problem-solving skills
Ability to prioritize a variety of tasks and anticipate next steps
B.A. preferred
Qualities
Works well in a fast-paced environment with a small, dedicated staff
Is internally motivated to succeed and goes the extra mile
Has the ability to effectively work independently, as well as cooperatively on team projects
Believes in superior customer service
Is flexible and creative
Takes initiative and makes suggestions for improving the organization of work
Commitment to the mission of AYPF highly desirable
The Events Coordinator reports to the Director.
AYPF is a non-profit professional development organization based in Washington, DC. We provide nonpartisan learning opportunities for professionals working on education and youth policy issues at the national, state, and local levels. Our goal is to enable policymakers and their aides to be more effective in their professional duties. To find out more about us, please visit www.aypf.org.
AYPF offers a comfortable work environment with excellent benefits, and we are conveniently located two blocks from the Dupont Circle Metro station. The salary range is $43,000-$48,000 depending on experience. EOE/AA. Please send resume, cover letter, and complete list of three references to the following address by June 29, 2007.
Events Coordinator Search
American Youth Policy Forum
1836 Jefferson Place, NW
Washington, DC 20036
202-775-9733 – fax
cveney@aypf.org
(no phone calls please)
