Coordinator, Global Special Events

How You’ll Contribute

The Advancement team cultivates, solicits, and stewards individuals, as well as foundation, government and corporate partners who invest in the Society to drive impact through science, technology, education, exploration, and storytelling. The team collaborates with Society teams – and often works closely with NGP/Disney – to build transformative and impact-driven strategic partnerships. The team also produces global events that deepen connections and leverage the Society’s power to convene, and directs robust annual, major and planned giving programs empowering the Society with a broad base of public support.

The Global Special Events (GSE) team of the National Geographic Society is responsible for developing and producing high quality, impactful events that use the power of convening to drive programmatic outcomes, further visibility for our executives, programs, and talent, and build donor loyalty and philanthropic support. GSE collaborates with internal partners to develop programming that brings our mission to life; complements our programmatic, outreach, educational, and philanthropic strategies; and creates meaningful connections among attendees.

The Coordinator, Global Special Events reports to the Vice President of Global Special Events and assists the VP with general administration for the Global Special Events team at National Geographic Society. This role is critical to ensuring there is strong organization, collaboration and communication across all teams within GSE as well as internal and external partners.

Your Impact

Responsibilities Includes

Administrative Support for Vice President of Global Special Events (50%):

• Coordinates and maintains the Vice President’s calendars to optimize time and provide information sharing.
• Monitors deadlines, follows up on delegated tasks, and supports communications needs for projects being managed by the VP.
• Coordinates all aspects of travel logistics including developing briefing packets for the Vice President before every event and work trip.
• Coordinates internal and external meetings including preparation of agenda, invitation lists, materials, meeting room, and AV to connect remote staff.
• Assists with preparation of email correspondence, memorandums, pre-approved contract templates, presentations, talking points and other materials as needed for the Vice President.
• Submits expenses reports for the Vice President by collecting receipts, coding expense reports, and submitting reimbursement requests.
• Supports the Vice President on disseminating information across the Global Special Events team as needed.
  
  
  

Support for Global Special Events team (30%):

• Maintains and distributes Global Special Events team calendars and supports future key dates mapping with leadership.
• Ensures NGS Enterprise Calendar is up to date regularly with our team’s events.
• Creates calendar holds for all events with the appropriate attendees from Advancement and the Senior Leadership team.
• Ensures timely payment of office invoices by signing, scanning, and submits invoices in an efficient manner.
• Maintains and organizes the team’s filing system in Google Drive.
• Assists in the coordination of cross-divisional projects, interfacing with relevant departments within the Society, NGP, regional offices as well as external partners.
• Liaises with NGS senior leadership executive assistants on event details, event scheduling, and general event questions.
• Supports event planning and execution as needed.
  
  
  

Events Data Management and Analysis Support (15%)

• Supports the management of the events email inbox correspondence with event attendees during peak times.
• Helps in developing and maintaining GSE analysis reports to distribute across teams and departments.
• Helps pull end-of-year data to highlight team successes and contribute to external reporting including the NGS Annual Report.
• Supports the onboarding and management of the team's project management tool.
  
  
  

Manage Summer Intern for the Global Special Events Team (5%)

• Works alongside the HR Team to interview and hire the annual summer intern.
• Creates training schedules, develops the events-specific curriculum and manage the workflow and coordination between sub-teams project needs for the intern.
• Oversees the intern’s schedule and on-site participation while they attend Explorers Festival in Washington DC.
  
  
  

What You’ll Bring



Educational Background

Bachelor’s degree preferred

Minimum Years And Type Of Experience

2+ years professional work experience; development or events experience preferred

Necessary Knowledge and Skills

• Strong and effective written and oral communication skills; proven ability to communicate clearly and concisely to various audiences’ enterprise-wide
• Ability to exercise good judgment and work with minimum of instruction and supervision when necessary
• Must be detail-oriented, organized, and capable of managing multiple projects simultaneously
• Ability to maintain high standards of confidentiality.
• Proactive and professional demeanor when interacting with NGS staff, senior executives, high net worth individuals, and donors.
• The ability to work in a fast-paced environment is required.
• Flexibility to attend evening and weekend events, as well as travel domestically or internationally
• Proficient in Word, PowerPoint, etc., and able to learn new software quickly.
  
  
  

Supervision

No Direct Reports

Salary Information

The National Geographic Society offers a competitive and holistic total rewards package. Our compensation structure and transparent pay philosophy are based on industry-specific market data for similar-sized nonprofit organizations.

The salary range for this position accounts for a wide range of factors including but not limited to organizational need; specific skill sets; experience and training; certifications; and more. At the National Geographic Society, individuals are typically hired at or near the starting point of the salary range for their role, and compensation decisions are dependent on the facts and circumstances of each case.

The hourly rate for this position is $24.21 - $25.49.

In addition, the National Geographic Society offers a competitive and comprehensive benefits package that includes, but is not limited to, medical, dental, and vision insurance; engaging and comprehensive wellness program; 401(k) retirement savings plan with matching contributions after 6 months of employment; flexible paid time off benefits with up to 22 days of paid annual leave per calendar year (15 days for new hires in their first year, prorated based on the number of pay periods remaining in the year) and 10 days of sick leave; 12 paid holidays and a paid winter break between December 25 and 31; paid parental leave, adoption and surrogacy expense reimbursement, fertility benefits; learning and development opportunities; Lifestyle Spending Account; pet adoption assistance and insurance; pre-tax transportation benefits with a generous employer subsidy; employer-paid life insurance and disability benefit; and a variety of National Geographic discounts and perks.

Job Designation

Resident - Our Resident category recognizes that certain staff need to be physically present at Base Camp to do their work. Some Resident staff must be at Base Camp every day to do their jobs, while others may only need to be physically present onsite some of the time to meet looming deadlines or to get work done and may require a unique schedule. As such, this category has been revised to provide maximum flexibility depending on what’s required for each individual role. The days Resident staff come into the office will be determined by their teams and workflow, and they should work with their supervisors to determine their specific schedule. And throughout the year, their schedule may be adjusted based on cyclical work cycles, deadlines, and/or ebbs and flows of work.

Candidates must be legally authorized to work in the United States. This position is not eligible for visa sponsorship.

We encourage you to apply even if your experience is not a 100% match with the position. We are looking for someone with relevant skills and experience, not a checklist that exactly matches the job description. We want to help you grow and in return, you help us grow into a stronger, more inclusive organization.