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Assistant, Events and Convenings

Website Charles and Lynn Schusterman Family Philanthropies

Pursuing more just and inclusive societies.

Our culture is built on a foundation of principles that guide our attitudes, behaviors, and interactions in the workplace. We look for team members who are trustworthy, excellent risk-takers – and who are committed to equity. Trustworthy team members are those who build connections with others, are open to feedback, and cultivate a culture of caring and respect. We strive for excellence by driving measurable results and consistently growing our knowledge and skills for maximum impact. We take risks by demonstrating curiosity and finding new, innovative ways of working. We work to create an environment rooted in equity where all members of our team feel a sense of belonging, are treated with respect, and use their voices to advance our mission effectively.

Based in Schusterman’s Washington, DC office, the Assistant, Events and Convenings (Assistant) will work with the Events and Convenings team (Events) to ensure organizational effectiveness and efficiency by providing event partnership to Schusterman’s program and grantmaking teams. The Events and Convenings team manage and produce over 50 high quality events and convenings each year across Schusterman’s priorities. The Assistant will provide general administrative support to the Events team as well as the Impact and Operations Team.

Events Processes and Systems (40%)
Assist the Events and Convenings team with tasks related to the logistical planning and execution of US events.
Manage inventory and order event supplies and stock.
Draft expense reports for the Events and Convenings team.
Process participant reimbursements including initial review of reimbursement requests.
Utilize Salesforce to create and manage reports and lists for events.
Research promotional materials.
Maintain and update the Events and Convenings team calendars and assist with scheduling as needed.
Carry-out administrative work including but not limited to follow-up inquiries, data entry, and assistance with correspondence and event files.

Experience Design (25%)
Contribute to the development of participant journeys based on outcomes and priorities.
Assist in organizing venue facilities and amenities offered onsite at events.
Draft intake forms for registration, logistical, and content needs.
Draft post convening surveys.

Onsite Event Support (25%)
Set up, and breakdown of event spaces.
Maintain event spaces during the program.
Manage the packing, shipping, and unpacking of event materials for each program.
Support the Schusterman team to create the optimal attendee experience.
Address attendee concerns and assist in troubleshooting.
Work registration and other critical elements to event execution.

Other (10%)
The work of the Events and Convenings team includes unusual paths and opportunities. A willingness to step in and collaborate in moments to surprise and delight.

Managing tasks effectively and efficiently.
Ability to thrive in partnerships. You strive for open communication and collaboration both internally and externally.
You make it happen! You are determined when it comes to executing an event and surpassing expectations.
The ability to adapt and respond to changes.
Demonstrating a commitment to valuing equity and diversity and contributing to an inclusive environment.

The following qualifications are representative of the high level of demonstrated skills, maturity, judgment, and ability to work with a wide range of constituencies required of Schusterman employees:
At least one year of relevant professional events and administrative experience.
A Bachelor’s degree or comparable relevant professional experience.
Excellent verbal and written communication and interpersonal skills necessary to develop cooperative working relationships with supervisory personnel, co-workers, grantees, program participants and the public required.
An ability to understand and interpret pertinent policies and procedures clearly and accurately, especially those requiring Schusterman employees to maintain the highest level of confidentiality regarding business and personal matters of Schusterman, its trustees, and its officers.
Ability to exercise discretion and tact in difficult or confidential situations and an ability to project a positive, professional image to the public.
Demonstrated ability to manage projects and deliver a high-quality work product.
Excellent organizational skills, ability to multi-task and a strong attention to detail.
Analytical and research abilities necessary to use data to assist with development of strategic decisions required.
PC skills (with proficiency with Microsoft Outlook, Word, Excel, and PowerPoint), as well as a thorough knowledge of: (a) modern office practices and procedures; (b) the use of office machines and equipment; and (c) basic web skills and comfort required. Experience with Salesforce, Form Assembly, Event Management Apps or Expensify a plus.
Ability to work occasional weekends, nights or modified hours as needed to support programs and events.
Ability to travel domestically up to 20% (this will include large programs, team retreats and other relevant gatherings).

Competitive salary band of $70,000 – $78,000 based on experience and Schusterman’s commitment to internal equity. A strong benefits package is also included. Schusterman encourages ongoing professional development and supports activities aligned with one’s individual career growth plan. Schusterman does not cover relocation expenses for this position.

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