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Careers at United States Institute of Peace
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Meetings and Events Coordinator

Department: Conferences, Meetings & Events
Requisition ID: 586445
Employment Status: CTR - Contractor
FLSA Status: Not Applicable
City, State and/or Region Washington, DC

APPLICATION INSTRUCTIONS
Please email your resume in .doc, .docx, .pdf, .txt, .rtf, .html, or .ascii format to the address below. If you wish to enclose a cover letter, please include it in the body of your email message.

If the “Email your Resume” button does not respond, right click on the button and select 'copy shortcut' or 'copy email address' and send your resume to the copied email address using your personal email account.

THE ORGANIZATION
The United States Institute of Peace (USIP) prevents, mitigates and resolves violent conflicts around the world by engaging directly in conflict zones and providing analysis, education and resources to those working for peace.

USIP VALUES
These are the values we expect each USIP employee to live up to in their work and in their interactions with their colleagues.

  • Commitment
  • Respect
  • Teamwork
  • Accountability
  • Openness


SUMMARY

The Meetings and Events Coordinator is responsible for planning and coordinating events with internal staff and USIP partner events, including, but not limited to, panel discussions, seminars, conferences, receptions, lunches and dinners. These functions are in concert with scholarly, educational, publishing, public affairs, and outreach activities of other USIP centers. This position reports to the Director of Conferences, Meetings, & Events.

MAJOR DUTIES AND RESPONSIBILITIES

  • Facilitate administrative roles/functions to support CME Office
  • Must create Event Calendar(s) and Scheduling
  • Must respond to RFP’s and manage internal Delphi bookings
  • Must be able to schedule BEO’s & Review, Lineup, BEO Weekly, PA/RA Pre-Cons; manage event calendar/binder/briefs/agendas, run of shows & deadlines
  • Serve as lead for all “Friends of USIP” events, PeaceTech, C5 and assigned USIP co-sponsored event requests.
  • Serve as backup to Department Planners and front line in serving the Conference, Meeting and Events office.
  • Must be able to coordinate and maintain assigned conference operations, audio visual, food/beverage, guest requests, room set-ups, registration and check in procedures of all event spaces.
  • Must know how to create BEO’s (Banquet Event Orders) and create costs estimates for events; consolidate all guest banquet checks and F&B reconciliation.
  • Must be able to reconcile past due amounts, track payments, prepare invoices and keep proper records of amounts due to CME.
  • Must be able to create in-house communications i.e. event signage, floor plans, security notifications, parking requests and room closure announcements.
  • Must be able to work with internal staff to ensure and initiate all administrative procedures necessary for assigned events.
  • Must be able to work with USIP staff members on all event arrangements and logistical planning and provide on-site staff support at meetings.
  • Must be able to organize and maintain files; make copies; distribute invoices to appropriate departments and external Clients.
  • Must be able to update event calendar for distribution.
  • Must be able to anticipate and provide clients and staff with meeting room scheduling solutions to any conflicts in a positive and timely manner.
  • Must maintain Director’s weekly binder with current event calendar as changes occur to ensure timely notice; monitors Director’s calendar and schedules department meetings.
  • Must be able to create event folders and submits work orders for events for filing and archiving systems.

Performs other duties as assigned.

INTERPERSONAL SKILLS

  • Must have the ability to maintain a positive and responsive attitude and provide excellent customer service at all times.
  • Must have ability to cultivate a positive environment among team members and collaborate with the team to meet deadlines.
  • Must have the ability to maintain confidentiality, tact and discretion while establishing good working relationships with people at all levels.
  • Must have ability to professionally and effectively manage the expectations of everyone involved in the meeting planning process.

QUALIFICATIONS

  • Applicants must be U.S. citizens or nationals of countries listed in a U.S. Collective Defense Arrangement per the Department of State. To see a list of those countries, go to http://www.state.gov/s/l/treaty/collectivedefense/index.htm.
  • Bachelor’s degree or equivalent experience in a related field is required.
  • Minimum of 3 years of office/administrative experience, preferably in a customer service, hotel or hospitality industry environment.
  • Must have excellent writing skills.
  • Must have experience managing databases.
  • Must have strong computer skills in word processing, database, spreadsheet, HTML, and Internet navigation.
  • Must have advanced experience in Delphi Amadeus systems, typing and knowledge of Microsoft Office, to include: PowerPoint, Excel, Word, Outlook Mail & Schedule and the Internet.
  • Must have strong organizational skills and multitasking abilities.
  • Must have experience with organizing conferences and meetings
  • Must be detail-oriented with strong communications (written and oral) and proofreading skills.
  • Must have familiarity with BEO’s (Banquet Event Orders) and Banquet Checks.
  • Must be self-motivated, highly organized, and able to manage multiple tasks and rapidly changing priorities independently with the ability to meet project deadlines in a fast environment with minimal supervision.

This position is subject to the availability of funds. The initial term of the position will be determined subject to the availability of secured funding, and is eligible for renewals based on continued funding.

All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.

Compensation is commensurate with qualifications and experience.

HOW TO APPLY:
To be considered for this position, please submit a complete application package consisting of:
1.  Completed employment application including titles, dates of hire and salary history.
2.  Cover letter
3.  Resume

If a link does not appear on your screen to "Complete your Application", please go to www.usip.org/work-us to submit your cover letter and resume.

If you are having problems submitting your online application, please try another browser (Chrome and Firefox work best). If the “Email your Resume” button does not respond, right click on the button and select 'copy shortcut' or 'copy email address' and send your resume to the copied email address using your personal email account.   
 

For questions about this position, please email recruitment@usip.org. Do not send resumes or attachments to this email address.

Only those applicants that are selected for further discussions will be contacted. 

No Phone Calls. Interviews will be scheduled by appointment only. 

USIP is an equal opportunity employer. It is the policy and practice of USIP to offer equal employment opportunities to all qualified applicants and employees without regard to race, color, age, religion, national origin, sex, marital status, disability, veteran status, sexual orientation, genetic information, HIV/AIDS status, political affiliations or belief, pregnancy, or any other characteristic protected by law.

APPLICATION INSTRUCTIONS
Please email your resume in .doc, .docx, .pdf, .txt, .rtf, .html, or .ascii format to the address below. If you wish to enclose a cover letter, please include it in the body of your email message.

If the “Email your Resume” button does not respond, right click on the button and select 'copy shortcut' or 'copy email address' and send your resume to the copied email address using your personal email account.

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