Jack Miller Center Meetings and Events Coordinator

 

About the Jack Miller Center (JMC):

The Jack Miller Center is a 501(c)(3) public foundation dedicated to promoting education in America’s founding principles and history, an education vital to thoughtful and engaged citizenship. We work to advance the teaching and study of America’s history, its political and economic institutions, and the central principles, ideas, and issues arising from the American and Western traditions, all of which continue to animate our national life. We support professors and educators through programs, resources, fellowships, and more to help ​them teach our nation’s students.

Our Work:

At the college level, we conduct summer institutes for young scholars and national and regional programs for professors, and sponsor courses, events, fellowships, and student activities on campuses. At the K-12 level, we work with partner professors and institutions to develop content-based graduate and professional development programs for K-12 teachers in a growing number of regions. JMC also offers an array of resources for educators at all levels that will help them bring American history and founding principles back into the education of young Americans.

Position Overview:

To further our mission, we conduct academic conferences and seminars along with fundraising events. The Meetings and Events Coordinator will be responsible for all aspects of the successful planning, logistics, on-site execution, and review of all of our meetings and events.

The Meetings and Events Coordinator is responsible for assisting with approximately 12-24 meetings/events per year on average. Our meetings range from smaller lunch gatherings and 1-3 day conferences to two-week intensive academic institutes (1-2 per year). Meetings can have as few as 10 participants and as many as 200.

Meetings are primarily in person, but the Meetings and Events Coordinator may assist with virtual gatherings on occasion as well. Our in-person meetings and events are held around the country, most of them out-of-town and requiring overnight stays.

The majority of our meetings consist of academic conferences with college professors meeting to learn and discuss themes in American political thought, but we also hold meetings and events typical for all non-profits, including board meetings, small receptions, and donor-focused events.

While at a meeting, work on evenings and some weekends is not uncommon. Out-of-town travel could consist of up to 15% of the work, increasing as workflow does.

Job Duties:

 

1. Pre-meeting responsibilities include:
   1. Developing and managing the meeting timeline.
   2. Demonstrating the ability to create an initial Meetings and Events budget with estimated costs and updating it once actual costs come in.
   3. Maintaining a clear line of communication with our current third-party vendors, supporting those existing relationships, and potentially creating new ones.
   4. Drafting and sending regular email correspondences with confirmed meeting attendees.
   5. Assisting with the workflow of all necessary requests for proposals to be created and disseminated to any potential vendors.
   6. Providing timely delivery of Meetings and Events assets up to and including, but not limited to, deposits and payment schedules, appointment reminder creations, rooming list generations, traveler manifest reviews, agendas, and final head counts.
   7. Organizing and maintaining an accurate record for each meeting (invite lists, contracts, payments, invoices).
   8. Updating tasks in project management software on an ongoing basis.
   9. Providing registration assistance and direction to all meeting attendees.
   10. Creating materials needed for the meeting and shipping items to the meeting location.
   11. Communicating with meeting participants up to and including invitations, tracking acceptances and declines, compiling registration information, overseeing ground and air travel arrangements made via our travel management company, submitting guest room reservations and special requests, and managing individual food and beverage requirements.
2. On-site meeting responsibilities include:
   1. Receiving all meeting packages and disseminating contents to venue, staff, and participants.
   2. Distributing materials to all attendees (welcome folders, schedule, directories, programs, name badges, etc.).
   3. Monitoring attendee arrivals and departures.
   4. Ensuring timely adherence to the meeting agenda.
   5. Tracking meeting and event expenses to help in maintaining the budget.
   6. Serving as the primary or secondary on-site contact for the venue and attendees on an as-needed basis.
   7. Shipping any materials needing to return to the office.
3. Post-meeting responsibilities include:
   1. Assisting with process and communication improvements.
   2. Helping to process honoraria payments and speaking fees along with any minimal reimbursement requests for attendees while arranging for issuing of repayment.
   3. Coordinating post meeting and event calls with the venue to discuss what the pros and cons were of using that establishment and noting if we should consider returning in the future.

Accountabilities:

 

1. The Meetings and Events Coordinator will ensure that all facets of event management run smoothly by providing excellent communication and exceptional logistical and planning support to meeting attendees and all stakeholders.
2. The Meetings and Events Coordinator will ensure successful strategy, logistics, attendee experience, planning, execution, and closure for all Meetings and Events.
3. This position will report directly to the Director of Meetings and Events.

Skills/Requirements:

 

1. Collaborative and solution-orientated team-player with the ability to successfully engage with our event participants as well as colleagues across the organization.
2. Keen interest in creating world class events.
3. Bachelor’s degree in event management preferred. Relevant experience can be submitted.
4. 1-3 years of industry work experience.
5. Strong written and verbal communication skills.
6. Self-motivated; capable of working independently and as part of a small team.
7. Ability to travel out-of-town, particularly during the summer.
8. Must be able to lift 20-25 lbs.
9. Exceptional attention to detail, organizational skills, and strong time-management with ability to prioritize work.
10. Ability to create and maintain successful working relationships with all meeting and event attendee types and stakeholders.
11. Flexibility and adaptability with job requirements and workflow
12. Working proficiency in Microsoft Suite with a heavy focus on Excel
13. Familiarity with Zoom (both meetings and webinar applications).
14. Our office is based in Bala Cynwyd, Pennsylvania, a suburb just outside Philadelphia. Remote positions will not be considered.
15. CMP preferred but not required.

 

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Benefits:

In addition to a great team of colleagues, the Jack Miller Center offers an excellent benefits package which includes a 401(k) plan with matching contributions, generous paid time off and paid holidays, monthly smart phone reimbursement, and group medical, vision, dental and life insurance. Additional time off is provided to compensate for extended hours worked during meetings and events.

To Apply:

To apply, qualified candidates should send a PDF of their resume along with a cover letter and salary expectations to jmc@gojmc.org.

While we thank all applicants in advance for their interest in this position, we are only able to contact those to whom we can offer an interview. No phone calls, please.

 

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