Organization

Founded in 1968, the Guttmacher Institute is a global leader in advancing sexual and reproductive health and rights. Through a unique and interrelated program of high-quality research, evidence-based advocacy and strategic communications, the Institute works to generate new ideas, encourage enlightened public debate, and promote sound policy and program development; its overarching goal is to ensure the highest standard of sexual and reproductive health and rights for all people worldwide. The Institute is engaged in building a more inclusive, transparent and equitable organization.

Position summary

The Meetings and Events Associate will primarily support a three-year grant funded initiative to mobilize foreign aid and national governments to increase allocations for sexual and reproductive health and family planning (SRH/FP) activities as part of investments in socioeconomic development, women’s empowerment, gender equity, and intergenerational gains for women and children. In this role, the Meetings and Events Associate will support the initiative’s secretariate, steering committee and multiple working groups and will be responsible for coordinating all meetings and events, as well as special events (e.g., conferences), and travel management, whether in-person or virtual. This individual will work closely with the audiovisual technician and other Meeting/Events staff, as necessary. This role requires working with people from a wide range of professional backgrounds, including from funder agencies, multinational and multilateral organizations, nonprofits based in the Global North and Global South. The Meetings and Events Associate will also support Board Affairs and Meetings/Events in the operational and logistical aspects of in-person and virtual meeting space. Specifically, the Meetings & Events Associate will work with the Director of Board Affairs, Meetings and Events in the planning and execution of the Board of Directors meetings. The Meeting and Events Associate will support other departments within the Institute charged with coordinating logistics for meeting planning. This position plays a key role in the organization and interaction with the Board of Directors and key stakeholders. This person should have the ability to multi-task and work to a deadline with minimal supervision while collaborating and coordinating with individuals at all levels of the organization.
 

Primary Responsibilities

Grant funded initiative (75% effort)

• Manage the scheduling, coordination, and logistical details for meetings of the secretariate, steering committee and working groups, as well as special events and other high-level meetings,
• Manage event scheduling, sourcing event venue, third-party vendors, and general communication
• Manage RFP process including RFP distribution, vendor negotiation, contract negotiation, hotel contract negotiations, site visits, and controlling risks associated with attrition and cancellation, hotel lodging, air/ground travel and transportation;
• Coordinate the scheduling of Zoom meetings and webinar conferencing;
• Manage the scheduling of transportation (air, rail, ground, other); validate and submit travel reimbursements associated with meetings to finance;
• Assist the Program Manager with meetings related coordination, including creating agenda, run-of-show, taking meeting minutes, supporting follow-up on meeting action items;
• Updating project management documents with information about members involved in the initiative;
• Assist Program Manager with conference and special event planning; including but not limited to exhibitions, lodging, material preparation and shipping etc. 
   

Meetings and Events

• Assist M&E team with meetings, special events; including but not limited to run-of-show, site visits, vendor booking and general communication;
• Assist M&E team with the sourcing of event venues, site searches, third-party vendors; RFP distribution and hotel contract negotiations;
• Assist M&E team with the RFP process, vendor negotiation, contract negotiation, including controlling risks associated with attrition and cancellation, hotel lodging, air/ground travel and transportation;
• Assist M&E team with conference planning; including but not limited to exhibitions, lodging, material preparation and shipping etc.
• Perform other job-related duties as assigned. 
   

Qualifications

• A minimum of three to five years’ experience performing high-level meeting and meeting planning; special events a plus;
• Proficiency in Microsoft Office applications, specifically Word, Outlook, Excel and PowerPoint and internet research; Zoom, MS Teams; Asana;
• Strong written and verbal communication skills; interpersonal and organization skills;
• Demonstrate high level of judgment and ability to respond quickly to changing situations;
• Team player with collaborative approach for managing complicated scenarios;
• Must be highly dependable, punctual, flexible, and professional;
• Eagerness to learn quickly; self-motivated; self starter;
• Ability to work with grace under pressure;
• Ability to work independently, set priorities, juggle tasks and meet deadlines;
• Collaborates well with internal staff; overall positive attitude;
• Strong interest in sexual and reproductive health and support of the Institute’s mission.
   

Salary and benefits

Salary starting at $67,000 to mid $85,000, commensurate with experience.  Excellent benefits that include medical, dental, vision and life insurance; vacation, personal and sick time, paid parental leave; tuition reimbursement; commuting subsidy; and 401(k) with employer match. The Guttmacher Institute strives to provide the training and support staff need to be successful in their positions and to grow professionally.  

The Guttmacher Institute is an equal opportunity employer.