Job Coordinator, Special Events

Coordinator, Special Events

Ready to contribute to Brookings' success? The Coordinator, Special Events (Coordinator) plays a key role in supporting the planning and execution of Development-led events. This position requires a proactive, detail-oriented individual who can manage multiple assignments, take initiative, problem-solve, and anticipate team needs, all while maintaining a strong commitment to the mission of the Brookings Institution. Core responsibilities include ensuring the integrity and accuracy of all event data-entry, managing event supplies and preparation, staffing events as required and providing essential administrative support. The ideal candidate is a collaborative team player eager to contribute to a high-performing development team.

Data Management and Event Support (80%)

• Serve as the team's expert for Raisers' Edge (NXT), maximizing functionality and identifying efficiency opportunities to enhance the special events team's operations.
• Ensure data integrity for the team; maintain the records of donors and prospects in NXT related to all development events.
• Maintain event and RSVP lists for accuracy.
• Working closely with the Manager, assists with the planning, preparation, and staffing of live and virtual events, including Board and International Advisory Council meetings, donor group events, study tours, and other special events throughout the year.
• Create and manage event planning documents (show flows, contact sheets, etc.) as necessary.
• Draft and send event communications, including invitations, reminders, thank you notes
• Maintain the special events team's SharePoint filing system to ensure accurate and up to date records
• Manage event supply inventory and prepare event materials for all events (i.e. name tags and other printed materials).
• Create and execute Zoom events as needed.
• Manage registration at certain development events
• Occasional local travel may be required for event support
• Assist with other on-site event preparation, including but not limited to arranging and moving event materials, coordination with both internal teams and external vendors, etc., and execution as needed

Administrative Support (20%)

• Provide administrative support, including meeting scheduling, travel arrangements, and expense reports.
• Organize and participate in team meetings, create agendas, and track activities for discussion as needed.
• Facilitate travel logistics (including air, train, hotel, ground transport); prepare travel expense forms; manage internal reporting for purchase card transactions.
• Perform other duties as assigned.

Qualifications

Ready to make an impact? In this role, you will support Brookings values of collegiality, respect, inclusion, diversity and community, and bring the following qualifications:

Education/Experience Requirements

Minimum two years of related experience required. Excellent communication. Database and spreadsheet skills, including the ability to enter and manipulate data. Interest in global issues and familiarity with fundraising in a non-profit environment is preferred.

Knowledge/Skill Requirements

Excellent interpersonal, organizational, administrative, and communication skills required. Must be attentive to detail, proactive, discreet and dependable. Must be able to exercise good judgment, take initiative, function independently and work in close cooperation with others. Must be able to coordinate a variety of tasks simultaneously in a fast-paced environment, meet deadlines and consistently follow up on details. Must be a positive team player and communicate clearly and politely in person, over email and on the phone. Maintain professional conduct, demeanor, and attire, particularly as it pertains to donor-facing and institutional events. Ability to occasionally work non-standard hours to staff events, including extended periods of standing and carrying light to midweight (typically 25 pounds or less) supplies required. Knowledge of Microsoft Office and the capacity to quickly learn other types of software, including Adobe InDesign and Raiser's Edge is required. Excellent grammar, spelling, proofreading, and editing skills, and the ability to research information and compile it into a concise briefing.

Additional Information

What can we offer you? Brookings provides a generous benefit package that is comprehensive and includes both traditional benefits and unique offerings. Our comprehensive benefits package includes medical, dental, and vision benefits, generous time off, and workplace flexibility. For more information, please visit Brookings Benefits.

Brookings requires that all applicants submit a cover letter and resume. Please attach your cover letter and resume as one document when you apply. Please note: If you have applied to more than one Brookings job opening, you should add a position-specific cover letter as a separate attachment.

Successful completion of a background investigation is required for employment at Brookings.

Brookings welcomes and celebrates diversity in all its forms. We welcome applications that reflect a variety of backgrounds based on ideology, race, ethnicity, religion, gender, sexual orientation, gender identity or expression, disability, veteran status, first-generation college goers, and other factors protected by law. Brookings is proud to be an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace.

Please note: Must be authorized to work for any employer in the U.S.

The Brookings Institution