Resource Generation is a national multi-racial, membership-based organization of people 35 and under with access to wealth who are using their money, power, and resources to support social, economic, and racial justice. Resource Generation is seeking a part-time Events Associate to bottom-line logistics for our national retreats and meetings. The ideal candidate at least 2 years of experience in retreat and/or conference planning (paid or unpaid) with 50 or more participants.
The Events Associate is an important position that is responsible for all logistical aspects of planning and executing RG’s national retreats and meetings. The Events Associate will collaborate with staff, members, presenters and vendors on all aspects of organizing our two national retreats to include registration, meeting room and retreat space set-up, accommodations for participants and presenters, catering and meals, transportation, materials and program books, and logistics communication with participants and presenters. The Events Associate will also coordinate budget, venue, travel, lodging and catering for three annual meetings of our leadership bodies, two staff retreats, and national campaign related events such as lobby days or partner gatherings. As time allows, this position may take on additional operations support projects.
Success in this position means that all logistics are executed ahead of schedule and under budget, with room for challenges planned for ahead of time. The outcome looks like seamless events and meetings where participants have the support what they need to bring their full selves to the work of advancing our mission.
- Manage event logistics for all national retreats: currently Making Money Make Change (around 100 attendees plus 30 staff and presenters), Transforming Family Philanthropy (around 40 attendees)
- Manage event logistics (secure space, food, and book travel) for two board meetings (16 attendees), one national member council meeting (20 attendees), two staff retreats (8-14 attendees), and other campaign and special events as necessary (approximately 20 attendees).
- Organize A/V, space, and other logistics for RG social activities, i.e. open mics, bonfires, and dance parties at national retreats, as well as receptions and happy hours for meetings or campaign events.
- Create and manage budgets for events, track accounts payable and receivable, work with Operations Manager to ensure presenters and vendors are paid in a timely fashion
- Coordinate travel for participants, staff, and presenters, including local transportation needs
- Set up and manage online registration system (through EveryAction) and track our progress towards registration goals
- Ensure that retreat participant data is seamlessly integrated into our ongoing organizing data, enter paper evaluations into SurveyMonkey, and ensure that registration payment is received and accurately entered into EveryAction Database.
- Coordinate the content, design and printing of program book, the printing of other needed materials, and inventory and purchase of any needed supplies
- Conduct site research for national retreat venues, ensuring that they meet RG’s standards around accessibility and values of social justice, equity, and sustainability.
- Serve as primary contact for retreat venue staff
- Coordinate with caterers and retreat venues to provide food that meets dietary needs, serve as primary kitchen liaison while on-site
- Provide on-site logistical coordination for all events, including room set-up, audio-visual needs, signage, and assisting Operations Manager with coordination of on-site registration for national retreats
- Manage room assignments for panels, plenaries, and workshops as well as room assignments and roommates for participants
- Work with the Retreat Organizer to manage all RG staff and others in leadership roles to fulfill their assigned duties to ensure retreats run smoothly and efficiently
- Given the cyclical nature of event planning, there will likely be slow periods during which the Events Associate may work on additional projects such as updating the employee manual or other administrative tasks.
Core qualifications and required skills
- At least 2 years of experience in retreat and/or conference planning (paid or unpaid) with 50 or more participants
- Detail-oriented: ability to manage complex events without losing track of details, someone who is bothered by typos, who enjoys spreadsheets and has strong organizational systems
- Excellent communication skills and ability to work remotely with a national team; ability to communicate in a timely manner via email and phone
- Diligent Work-Planner: ability to juggle multiple events and moving pieces, ability to plan and manage complex work, anticipate challenges, and stick to timelines and managing others to deliver their parts of the work on deadlines
- Team-player: manage own workload while responding to emerging and ongoing organizational needs, be flexible and open to shifting priorities and timelines
Helpful, but not required additional skills
- Demonstrated ability to apply a social justice framework to event planning
- Problem-solver: Someone who gets it done, who is persistent, creative, and solutions-oriented no matter what the obstacles are
- Some exposure to budget management especially anticipating the costs of travel and logistics
Location: Resource Generation is headquartered in New York City with staff in Columbus, Philadelphia, Boston, Oakland, Los Angeles, North Carolina, and Washington, DC.
Compensation: This is a 60% time (three days a week) part-time position with benefits. The starting full time equivalent salary for this position is $51,000 which translates to $30,600 for that averages three days a week throughout the year. Applicants should anticipate hours increasing around larger events and decreasing during quieter periods. Benefits include 90% employer paid health, vision, and dental insurance, 100% employer paid disability and life insurance, retirement plan and an employer contribution after one year of employment, medical and transit flexible spending account, and prorated annual amounts of vacation (9 days), personal (3 days) and sick time (9 days).
How to apply:
Send a resume and cover letter describing your interest in working part time for RG and how your skills would make you successful in this role. Save your application as one single PDF file and e-mail it to firstname.lastname@example.org Sunday, December 3, 2017 with Events Associate in the subject line. RG organizes young people with wealth and the RG staff is currently a cross-class and multi-racial team. We especially encourage people of color and people from poor and working class backgrounds to apply.