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Operations Specialist - Meeting Planner

Muscatine, IA

Job Information:

Overview: 
The Stanley Foundation is looking for a dedicated, dynamic individual who has a passion for working in the field of event planning and prefers a small-business atmosphere with opportunities for international travel. This full-time position involves event-planning operations and activities for the Stanley Foundation’s various programming efforts on climate change, nuclear policy issues, and mass violence and atrocities. This position reports to the director of operations and will work with foundation staff and external collaborators to plan and organize multiple successful events.

About the Stanley Foundation
The Stanley Foundation advances multilateral action to create fair, just, and lasting solutions to critical issues of peace and security. The foundation’s work is built on a belief that greater international cooperation will improve global governance and enhance global citizenship. The organization values its Midwestern roots and family heritage as well as its role as a nonpartisan, private operating foundation. The Stanley Foundation does not make grants but rather carries out its own programming. More about the foundation and our work can be found at www.stanleyfoundation.org.

Key Responsibilities
  • Event-planning operations and activities.
  • Working with director of operations on special projects to identify and implement methods to streamline work processes and procedures to improve operations efficiency and effectiveness.
  • Conducting event-site research to assist staff in their decision making regarding event logistics.
  • Negotiating vendor and supplier contracts for events that cover hotels, catering, ground transportation, etc.
  • Managing domestic and international travel arrangements for participants through a travel agency or directly with participants.
  • Managing all logistics for on-site events, for example, rooming lists, catering, audiovisual needs, and ground transportation.
  • Planning and executing logistics and event support for programming activities as part of the foundation’s team, often in collaboration with external partners.
  • Working with programming staff to understand the substance and goals of their activities so as to be able to advise and assist them with event logistics.
  • Supporting programming staff in all phases of activity development and implementation, including, but not limited to, (1) verifying invitee contact information and sending invitations (with appropriate follow-up), (2) preparing draft activity budgets, (3) preparing vendor invoices and participant expenses for payment, (4) tracking event-related costs against budgets, and (5) assisting with post-event wrap-up efforts as needed.
  • Producing agendas, participant lists, event details, and other documents as needed.
  • Copyediting event materials (for example, invitation letter, participant list, conference details, schedule, response form, and agenda) and final participant lists that are published in policy dialogue briefs, in conference reports, or on our website.
  • Working with the director of operations on special projects to identify and implement methods to streamline work processes and procedures to improve operations efficiency and effectiveness.
 Qualifications
  • A minimum of a two-year degree from an accredited university.
  • At least two years of experience with meeting and events planning with international experience preferred or experience in a related industry or field (hotel, travel, or hospitality).
  • A willingness to travel several times a year in the United States and abroad (up to 20 percent of time).
  • High level of planning and organizational skills with strong attention to details.
  • Proficient project management and prioritization skills; able to forecast and proactively respond to changing situations.
  • Excellent decision-making, problem-solving, and oral and written communication skills.
  • Strong relationship skills, with demonstrated ability to thrive in situations that require composure, flexibility, and in-the-moment ingenuity.
  • Experience with contract negotiations and budget/financial management.
  • Proficiency in Microsoft Word, Excel, and Outlook. Knowledge of common computer applications, including Web site, database, and information-management software. Aptitude for learning and using proprietary event-management software.
  • Willingness to occasionally work weekends and evenings.

Other information: The foundation offers competitive salary and benefits. This position is based at the foundation headquarters, located in Muscatine, Iowa. The foundation allows flexible work hours and options for some remote work.

Applying for:

Operations Specialist - Meeting Planner

The Stanley Foundation

(.DOC, .DOCX, .PDF, .RTF, .TXT, .ODT, .PAGES, .WPS up to 2MB)

Posted 05/07/18

Job ID: 64199