Department Coordinator, Event Strategy and Production

Summary Description:

The Event Strategy and Production (ESP) Department seeks an administrative support professional to serve as the Department Coordinator (DC). Reporting to the Global Director, Event Strategy and Production, this full-time position will manage the administrative and day-to-day operations of the foundation’s global events team. The DC will assist the Director, help the team work more efficiently and effectively, act as a crucial interdepartmental liaison, and help build, maintain, and refine the team’s systems and processes.

Because of the department’s multifaceted, fast-moving, and deeply collaborative nature, the Department Coordinator is expected to have outstanding project and priority management skills and exercise sound judgment, diplomacy, and discretion in handling sensitive and/or urgent information, in addition to the required experience and skills mentioned below.

While prior experience in event planning is not required, this role offers a fantastic opportunity to contribute to the Ford Foundation’s impactful events and learn from a team of experts in the field. We are a leader in convening a wide variety of events and engagements related to social justice, and we believe that strategic, well-crafted events are a powerful way to advance our mission and build momentum for change. Events include, but are not limited to, conferences, summits, seminars, talkbacks, film screenings, symposiums, artistic and cultural programming, employee engagements, and other convenings and gatherings.

Responsibilities:

The Department Coordinator’s responsibilities are broken down into three major categories: general administrative support, operations and systems management, and event planning support and special projects. Responsibilities include, but are not limited to:

• Provide direct administrative support to the Director: managing calendars, conducting meeting prep and research, coordinating travel and expense reporting, purchase card reconciliation, and other support functions as required.
• Manage day-to-day team operations: oversee team inboxes, calendars and files; track department budget and expenses; and oversee supplies, equipment, and general workspace.
• Serve as the department’s first point of contact, fielding inquiries and requests from internal and external stakeholders.
• Prepare agendas for team and project planning meetings, file meeting notes, and assist the Director in preparing presentations.
• Coordinate the on and offboarding of new colleagues, interns, consultants, contractors, vendors, and other support agencies.
• Manage department contracts, invoices, and requisition input requests into the Foundation’s Workday system; track progress and approvals; confirm cost center coding and classifications; and appropriately file contract amendments as needed.
• Coordinate booking of all event-related vendors and contractors.
• Maintain team contact lists and records, including venues, vendors, consultants, and other key contacts.
• Organize and input attendee lists in the foundation’s visitor management system.
• Assist the team in liaising with other key departments, including the Office of the President, program teams, Finance, Legal, and Grants Compliance.
• Coordinate the booking and tracking of all foundation events, updating team and organizational event calendars, and ensuring that all information is accurate.
• Manage and organize department team-building activities (birthdays, anniversaries), project-manage team retreats, and serve as the liaison to the foundation’s Employee Engagement Committee.
• Participate in the events review process with the ESP venue operations team and provide updates to teams regarding application status.
• Assist with event execution, including day-of staffing needs (e.g., registration, guest management, speaker and talent wrangling, supplies, etc.)
• Act as a backup event coordinator with the ability to manage small internal staff meetings and events and assist the broader ESP team with additional administrative tasks as needed.

Qualifications:

• 3+ years of professional working experience supporting senior leaders and teams in an administrative and operational capacity.
• Baccalaureate degree or equivalent relevant experience.
• Skilled and experienced administrator: able to self-manage, prioritize work assignments, and juggle competing priorities.
• Advanced experience with calendar management and scheduling meeting invitations.
• Demonstrated ability to build systems and structures, create and utilize templates, and break down projects into manageable tasks.
• Comfort in working in a fast-paced and highly visible department, which requires an ability to pivot and reprioritize regularly.
• Excellent analytical, written, and oral communication skills.
• Competence in managing communications tactfully and professionally with high attention to detail and accuracy with internal and external stakeholders.
• Demonstrated experience working with GSuite, Word, Excel, PowerPoint, and other Microsoft and Google applications.
• Flexibility and skill in working as a team member as well as independently in a high-demand, multi-task environment.
• Ability to contribute to a positive, productive, and supportive environment.
• Aptitude for problem-solving and ability to follow up appropriately on process and procedural issues.
• Commitment to the Foundation’s mission and core values of equity, openness, collaboration, trust, accountability and urgency.
• Personal qualities of humility, capacity for self-reflection, and a sense of humor.
• Ability to work flexible hours, early mornings, and late evenings, as needed.
• Previous experience working with events and meetings is preferred, but not required.

Physical Requirements

This position is primarily a sedentary role. However, the position requires movement around the building, occasional lifting of event materials, and frequent written and verbal communication with clients and partners.

The Ford Foundation is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, the Foundation will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application process, please contact, talentacquisitionhr@fordfoundation.org.

Salary: The Ford Foundation is committed to practicing salary transparency. The minimum salary for this position is $90,000 and maximum is $95,000. It is not typical for an individual to be hired at or near the top of this range. The final offer is determined by a candidate’s relevant experience and our commitment to internal equity. We review global compensation on a regular basis to ensure market competitiveness and equity. The hiring range for this position has been carefully crafted in alignment with the market.

Location: This position is based in the foundation’s New York office. We operate in a hybrid model and require staff to be in the office three days per week.

Work Authorization: This position is not eligible for employment visa sponsorship now or in the future. All candidates must be legally authorized to work in the United States.

To Apply: Please submit a cover letter and resume by January 31, 2025.

WORKING AT FORD

• Commitment to creating diverse teams where everyone feels represented and respected and to embedding equity and inclusion practices across our work and philanthropy at large
• A hybrid working model and flexible work arrangement policies offer colleagues the opportunity to engage in meaningful ways and the space to maintain a healthy work-life balance
• Professional development and ample opportunities to build your expertise and expand your network
• Comprehensive benefits package designed for your well-being and work-life needs, including medical, dental, and vision benefits effective on your first day
• Generous time off, including personal, vacation, sick, extended holiday time off, and wellness days
• Generous parental leave policy, including birth, surrogacy, adoptive, foster parents, and resources for backup child and elder care that support our colleagues’ ability to attend to family responsibilities
• Comprehensive retirement benefits options (with employee and employer contributions of up to 13%), allowing you to invest in your financial future with confidence

Learn more about what it’s like to work at the Ford Foundation.

Equal employment opportunity and having a diverse staff are fundamental principles at The Ford Foundation, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law. The Ford Foundation does not discriminate against formerly incarcerated individuals.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements