Summary of Position

Working under the guidance of the Director of Events and as an integral part of the Events Team, the Event Coordinator plans and executes smaller special events, regional events and supports larger, more complex events. This position plans and executes events designed to cultivate, recognize, educate and steward current and prospective donors to the American Committee for the Weizmann Institute of Science.

The incumbent will work with the Managing Director of Events, Director of Events and with internal and external stakeholders to support the planning and execution for all ACWIS events as aligned with the organization’s goals and objectives.

Essential Responsibilities and Duties: 

• • Event registration tracking, staffing, and donor list management​. 
  • Tracking event logistics with internal and external constituents. 
  • Day-to-day administrative tracking of event requests​. 
  • Assist the Director of Events with creating itineraries and providing logistical support for hotel and travel bookings and ensuring data capture. Responsibilities include, but are not limited to preparation of materials, accommodations, transportation, registration, dining, catering, and audio-visual requirements. 
  • Assist with planning site visits, travel/hotel/car service bookings, calendar/meeting management for Events team. 
  • Develop and maintain relationships with vendors, hotels, staff and donors. 
  • Budget tracking for all events, processing of invoices related to events. 
  • Work with Director of Events to draft timelines, correspondence, announcements and other communications.  
  • Coordinate events between events team and administrative staff who support 20+ gift officers across the US.  
  • Support the planning and execution and tracking of international visits to the Institute including arranging visitor schedules. 
  • Maintain a master event calendar and relevant department communications and announcements.  
  • Support special program initiatives to include submission of applications/tracking coordinating domestic travel arrangements for participants and other logistical pieces  
  • Assist with additional projects as needed 

Skills and Abilities Required: 

• • 1-2 year’s work experience preferred. 
  • Experience and knowledge of Blackbaud Raiser’s Edge/NXT software preferred.
  • Strong computer skills, including experience in all MS Office programs (Word, Excel, and Outlook).  
  • PowerPoint a plus. 
  • Excellent written, oral communication and proofreading skills.
  • Grammatical & numerical accuracy essential.
  • Ability to adjust and be flexible in meeting changing priorities, work needs, and demands.
  • Ability to multi-task and demonstrate efficient time management skills. Ability to prioritize workload.   
  • Organized with attention to detail, with strong follow-through ability and pro-active initiative. 
  • Excellent interpersonal and telephone skills; articulate and comfortable dealing with staff and with donors at all levels.
  • Energetic and resourceful team player.
  • A minimum of 2 years proven experience in planning events of all varieties, particularly for a development organization, non-profit or in higher education.  
  • A high school diploma is required, bachelor’s degree preferred. Significant professional event management experience may be substituted for a formal degree.  
  • The ability to interact with executive-level administrators, donors/prospects, vendors and development staff with an understanding of protocol and confidentiality is required.  
  • Strong customer service skills. Must be articulate, understand nuances and diversity of audiences. 
  • Strong understanding of events best practices. 
  • Proactive, hands-on approach with exceptional organizational and time management skills 
  • Ability to multi-task and prioritize competing tasks. 
  • Excellent written and verbal communication skills 
  • Ability to work independently and within a team. 
  • Proficiency in virtual meeting platforms and other relevant technology. 
  • Ability to occasionally travel and work nights and weekends is required. 
  • An appreciation for the mission of the Weizmann Institute of Science a plus.

Computer Skills Required: 

• • Strong experience and proficiency with Raiser’s Edge (NXT) or another CRM tool. 
  • Proficiency in Microsoft Word, Excel, PowerPoint SharePoint, OneDrive, and Outlook.
    

Please submit cover letter and resume here: https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=4837b43c-8f44-4a89-b534-e24ef650699c&ccId=19000101_000001&jobId=501994&lang=en_US&source=CC2 

ACWIS is searching for talented, passionate, and resourceful professionals like you. Here you will discover committed team members that are motivated to seeing the world around them improved through the innovative and groundbreaking research done at the Weizmann Institute and who share our mission of "science for the benefit of humanity." 

Qualified applicants will receive consideration for employment without regard to unlawful discrimination because of their age, race, color, religion, national origin, ancestry, citizenship status, gender, sexual orientation, gender identity, gender expression, marital status, familial status, pregnancy status, genetic information, status as a victim of domestic violence, covered military or protected veteran status, disability, or any other applicable federal, state or local protected class, trait or status or that of persons with whom an applicant associates.