Reports to: Director of Events
Job Summary: The Events Assistant is responsible for managing the registration process for events and assisting in administrative tasks for several events of varying size. This staff member will work in a busy and cyclical events environment under the supervision of the director of events and in collaboration with the events coordinator. The Events Assistant should have an interest in event management, experience providing outstanding customer service, be an enthusiastic professional, enter data with speed and accuracy, meet deadlines with little supervision, and be willing to travel to meeting locations.
Job Duties: Responsibilities include but are not limited to:
- Managing the registration process for events, which includes updating the CRM database on a daily basis and creating and monitoring events in eShow.
- Monitoring and fielding “qualified donor” policy questions.
- Processing payments for event registrations and reconciling costs with the Director of Finance.
- Staffing an orderly registration desk onsite at events.
- Monitoring the event supply inventory and ordering supplies as directed
- Assisting with marketing and outreach efforts to promote events and recruit new attendees.
- Drafting and sending out logistical e-mails in advance of events.
- Compiling and printing event collateral and program materials in coordination with the events team to produce error-free materials for event attendees.
- Packaging and shipping event supplies in a timely and cost-effective manner to various event locations around the country.
- Serving as a liaison for event speakers; providing each speaker with vital logistical information in advance of the event and processing reimbursements after each event.
- Other duties and responsibilities as assigned by the director of events.
- This position requires a candidate with a customer-service attitude suited to working with highly successful business leaders and philanthropists. The candidate should display characteristics of cheerfulness, confidence, and professionalism.
- A successful candidate will have strong computer skills and demonstrate proficiency in using Microsoft Outlook, Word, Excel, and Publisher. Experience with excel fields and data merges, or the ability to master is required.
- The ideal candidate will know or show ease of learning in customer relationship management databases, e-mail marketing programs, and online survey platforms.
- The candidate should be a self-starter, deadline driven, excel at multitasking, possess strong organizational and time management skills, and be very attentive to detail. He/she should also enjoy working in cyclical working environment, with frequent repetition of tasks.
- The candidate will possess the ability to collaborate well with all staff members to complete projects.
- Education: Bachelor's Degree
- Location: Washington, D.C.
- Understand and support The Philanthropy Roundtable mission and guiding principles
- Up to two years of experience
- Willingness to travel domestically (3-4 weeks a year)
Applicants please send cover letter with salary requirement and resume to Tina Cordova at tcordova@PhilanthropyRoundtable.org.
Title: Executive Assistant to the President
Reports to: Director of Finance and Human Resources
The Philanthropy Roundtable. The Philanthropy Roundtable’s mission is to foster excellence in philanthropy, protect philanthropic freedom, help donors achieve their philanthropic intent, and help donors advance liberty, opportunity, and personal responsibility in the United States and abroad. The Roundtable currently assists over 600 members, primarily foundations and generous families.
Job Summary: The Executive Assistant reports to the Director of Finance and HR and serves as the primary assistant and project coordinator for the Roundtable’s President and, in this capacity, serves as scheduler overseeing the president’s day-to-day calendar, correspondence, and travel. The position works in concert with the President and other staff to ensure that presidential travel advances the mission of The Philanthropy Roundtable with our key constituents. Work in this and other capacities include overseeing and drafting correspondence, preparing monthly expense reports, record keeping on donor interactions, conducting research on donors and philanthropic initiatives, and preparing reports. Annual work includes planning, managing, and conducting the nomination and selection process of the William E. Simon Prize for Philanthropic Leadership.
Job Duties: Responsibilities include but are not limited to:
- Create and maintain schedule for President's meetings, including events, itineraries, donor visits, etc.
- Schedule all internal/external meetings and calls
- Anticipate and alert staff and others to potential schedule conflicts; facilitate resolution
- Assist President in balancing scheduling with goals and priorities
- Proactively ensure President is on time for appointments
- Prioritize, track, and respond to invitations and meeting requests; coordinate with other staff members when needed; review invitations and meeting requests with President on a daily or weekly basis
- Organize presidential travel to and from meetings
- Coordinate all travel arrangements (air and ground)
- Conduct research for President's travel and prepare briefing documents, ensuring that all necessary information is included
- Follow up post-travel to ensure that donor meeting notes are written and thank you notes sent
- Ensure meeting notes and other necessary information in database
- Oversee and draft correspondence
- Assist in managing presidential action items
- Data entry in database
- Complete monthly expense report
- Conduct donor research
- Manage Simon Prize process
Education: Bachelor's Degree
Experience: At least two years of work experience preferably as an executive assistant or scheduler
Computer: Strong computer skills; proficient in MS Office, Outlook, and database systems (i.e. D365, Salesforce, or RaisersEdge)
- Understand and support The Philanthropy Roundtable's mission and vision
- Ability to collaborate well with all staff members to complete projects
- Ability to take initiative on projects and keep close track of presidential action items
- Proactive and self-motivated
- Excellent organizational skills
- Effective phone communications
- Exceptional writing skills
- Strong attention to detail
- Capacity to juggle multiple projects at once
- High degree of professionalism and respect for confidentiality
- Characteristics of confidence, cheerfulness, tact, trustworthiness and flexibility
- Position travels less than 5%, is not eligible for remote work, and is located in downtown Washington, DC
Applicants please send cover letter with salary requirement, resume, and writing sample to Suzi Marchena at smarchena@PhilanthropyRoundtable.org.