Events and Meetings Coordinator, William Penn Foundation

The William Penn Foundation, founded by Otto and Phoebe Haas in 1945, is a leading American philanthropy located in Philadelphia with over $3.7 billion in assets and a $155 million annual grant budget. Our approach to grantmaking is focused on one central idea: let's help make more lives better by connecting more people to more opportunities and more resources. We aim to do this work in the Philadelphia region particularly for groups of people who have often been shut out of opportunity in the past because of disinvestment, discrimination, or systemic inequities. The Foundation makes grants in five programs, primarily focused in Philadelphia and its surrounding counties: Arts and Culture – Increase access to diverse, inclusive arts and culture experiences. Children and Families – Expand access to programs and resources that support the healthy development and academic success of young children, ages 0-8. Environment and Public Space – Increase access to the benefits of natural areas, public spaces and community assets while decreasing harmful impacts on the environment. Democracy and Civic Initiatives – Expand engagement in democratic processes and collaborative efforts that make the city and region responsive to the needs of residents. Workforce Training and Services – Support Philadelphia residents to successfully prepare for, secure, and retain family sustaining employment. In pursuing our program goals and objectives, we will be guided by the following values: Prioritize opportunities for communities that have been most affected by economic inequity, discrimination based on race, gender, or sexual orientation, and other forms of injustice. Elevate community voice. Value partnership, collaboration, and transparency. Minimize and respond to the impacts of climate change. Leverage our leadership to advance important citywide and regional initiatives and to respond to changing needs of the city and region. Share our learning locally and nationally. The Events and Meetings Coordinator will be responsible for three objectives within the Foundation’s operational strategy: Learning Communities event planning, execution, and oversight Foundation event and meeting planning, execution, and oversight Front desk and shared administrative support Events and Meetings Responsibilities: Manage all aspects of Foundation event and meeting needs, including coordination, planning, and management of space needs and logistics, vendor management and contracts, catering, invites, RSVP response, coordination with lead staff and guest parties, building security, technology setup and operation, and all other event needs. Event Planning and Logistics: Independently manage all aspects of events, including venue selection, catering, décor, and on-site setup/teardown. Set-up and operate all audio-visual and technology needs for in-person, remote, and hybrid meetings and participants. Organize and coordinate annual organization planning activities including scheduling planning meetings, drafting agendas, managing meeting logistics, and coordinating meeting follow-up. Manage a Foundation-wide master calendar of meetings, events, and convenings to provide transparency and coverage for support. The Foundation utilizes an offsite meeting space located less than a half mile from our main office. The Events and Meeting Coordinator will be responsible for coordinating and traveling between both locations on a daily/weekly basis, ensuring the offsite space is fully prepared for meetings and events, including maintaining adequate supplies and upkeep of shared spaces such as the kitchen and room setup. Front Desk and Other Shared Administrative Responsibilities: Some of the duties may include: Front desk responsibilities include responding to all incoming telephone calls, taking accurate messages or routing as needed. Forwarding messages from general mailbox. Greet visitors and attend to their related needs and requests. Create a neat, organized, and welcoming reception area. Provide program and administrative staff with support in scheduling, meeting planning, travel arrangements (for staff and guests), staff business expense reimbursements, and other administrative needs. Operate office voice mail system, digital faxing needs, and postage meter. Handle all mail receipt, distribution, and deliveries (control sheets), with special attention paid to time sensitive material such as proposals. Date-stamp and forward mail in absence of Senior Administrative Support Specialist. Prepare and coordinate delivery/receipt for UPS, FedEx, etc. Serves as primary liaison to vendors and building management for routine maintenance and security requests. Maintains, tracks, and orders building/office access/key cards for current and new staff. Creates schedule for ensuring front desk coverage. Prepare morning coffee and maintain shared kitchen and common areas. Expected Competencies and Qualities: Works independently and takes initiative to identify needed tasks to support the team. Extremely strong ability to track and advance multiple simultaneous projects. Expert planning, problem-solving, and critical thinking skills, including comfort and experience asking and answering challenging questions. Attention to detail, effective time management on multiple timeframes and priorities, and ability to take charge to ensure successful meetings and events. Familiarity and competence with relevant software and tools for document preparation, meeting facilitation, and event management. Expertise and comfort setting up and facilitating technology for meetings and events. Expertise in event logistics, vendor coordination and participant management. Open, accessible communicator who brings curiosity and a commitment to continuous learning. Adaptive, flexible to change and committed to continuous improvement. Active and empathetic listener. Commitment to equity and inclusion in everyday practice and interactions. Required Education, Training, and Experience: A minimum of 6 years of relevant work experience. Experience executing highly effective administrative support for multiple stakeholders. A minimum of 5 years of project management experience. A minimum of 5 years of events management, events logistics, and vendor coordination experience. Proficiency with Microsoft Office including Outlook, Word, PowerPoint and Excel, and virtual meeting technology (Zoom, Teams, AV set up and troubleshooting). Experience with CRM or database software. Preferred Education, Training, and Experience: On-boarding and training experience for new employees/board members. Experience with 501(c)3 nonprofits; foundation experience. Bachelor’s degree in business administration, hospitality, communications, marketing or a related field, Physical Demands/Work Environment: While performing the duties of this job, the employee is regularly required to walk, bend, sit, talk, lift, hear, and/or use hands and arms to operate general office equipment (computer, telephone, file cabinets, copier, fax machine and printer) using ordinary ambulatory skills. The employee may occasionally lift and/or move up to 20 pounds including chairs, tables, and other meeting furniture. The noise level in the work environment is usually low to moderate. Personal computer usage requires good hand-eye coordination, arm, hand, and finger dexterity, including ability to grasp and visual acuity to use a keyboard and operate equipment. As stated above, this position will require traveling back and forth daily between the Foundation’s offsite meeting space, which is .3 miles away. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The William Penn Foundation is an equal opportunity employer and considers applications without regard to race, color, religion, creed, age, gender, marital status or sexual orientation. All who believe they meet the stated qualifications are invited to apply. #J-18808-Ljbffr