Administration and Events Associate, TReNDS

21 September 2019 by

Administration and Events Associate, TReNDS

Full time, Permanent
New York
Posted 11 months ago

Situated within the SDSN Finance and Administration team and actively supporting the TReNDS team, reporting both to the TReNDS Director and SDSN’s Head of Finance and Administration, the incumbent supports the financial and administrative side of the TReNDS program as well as managing the planning and execution of events hosted by the TReNDS network.

The incumbent will provide financial, administrative, and event support to the TReNDS program (both to SDSN staff and external affiliates and partners). This support will include budget management, oversight of and assistance with subcontracts, monthly financial reviews, support for grant management and donor reporting, updates to documents and databases, and general support to the TReNDS Director.

Events organization will include coordinating logistics, processes, deadlines, and budgets for events and programs. They will be expected to advise on best practices, program/agenda development, identify and contact a wide range of national and international speakers, incorporate multi-media technology, and oversee logistical arrangements including investigating venues, service providers, and vendors to support planning recommendations.

Characteristic Duties and Responsibilities

Event Planning (45%)

Manages the planning of events, organizing the agenda and calendar, coordinating with different departments, and managing expectations of senior leadership. Oversees logistics and execution of SDSN TReNDS and affiliate events, including high profile events at the annual UN Statistical Commission, the High-Level Political Forum and the UN General Assembly, as well as two TReNDS face to face meetings a year in various locations. Updates the TReNDS and SDSN online event calendars and email newsletters.

Serves as event liaison using tact and discretion in dealing with a wide range of constituents to develop event programming. Facilitates communication with speakers and participants. Works closely with communications staff to manage media for conferences and events.

Supports general event promotion.

Financial and Administrative Support (45%)

Supports the TReNDS Director and the Head of Finance and Administration in managing the finances and grants for the TReNDS project. This will include tasks such as ensuring that expenses are correctly spent according to donor conditions, overseeing and reconciling project and grant budgets, and assistance in preparing narrative and financial reports for donors.

Supports the TReNDS staff team in managing project contracts, including obtaining quotes for services, vetting and liaising with vendors, preparing Purchase Requisitions, and overseeing subcontractor reporting.

Supports the Director of TReNDS with personal administration, including meeting scheduling, facilitating conference calls, booking travel and completing purchase requisitions for forthcoming expenses.

Assists in intern recruitment and processing reimbursements for affiliates.

Other Duties (10%)

All other duties and responsibilities, as deemed appropriate by the Director of TReNDS and Head of Finance and Administration.

Supervision Received and/or Exercised

The incumbent will be required to perform the position functions with remote supervision from the Director of TReNDS and Head of Finance as both are based outside of the NY Office, however there will be weekly, virtual check-ins and the incumbent will sit with the majority of the TReNDS team.

Qualifications

  • Candidates must have the right to work in the United States.
  • Bachelor’s Degree and two years of related experience, with demonstrated experience organizing events (paid or volunteer).
  • Excellent written and oral communication skills required.
  • Expert use of the Microsoft Office Suite required; experience with contact management systems preferred (MailChimp, Insightly).
  • Exceptional interpersonal skills and demonstrated use of tact and discretion in dealing with a wide range of internal and external constituents required.
  • Ability to identify, manage and implement diverse and multiple tasks related to events.
  • Experience in an academic or non-profit setting preferred.
  • Highly organized and process-oriented; ability to meet agreed deadlines and to work in a fast-paced environment with shifting priorities.
  • Must be available some early mornings, evenings, and weekends to work events.

HOW TO APPLY

To apply, please submit a CV and cover letter to https://sdsn.hrpartner.io/jobs . Applications will be reviewed on a rolling basis. We will contact only those candidates whose profile meets our requirements.

Job Features

Job CategoryCoordination
Instructions for how to applyPlease submit a CV and cover letter to https://sdsn.hrpartner.io/jobs . Applications will be reviewed on a rolling basis. We will contact only those candidates whose profile meets our requirements.

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