Event Marketing And Logistics Coordinator (Hybrid Into Agawam)

ABOUT THE ORGANIZATION

Founded in 1991 by successful businessman and philanthropist, Harold Grinspoon, the Harold Grinspoon Foundation (HGF) has invested more than $200 million in programs that make Jewish life and Jewish community more vibrant and more connected. Based in Agawam, Massachusetts (just five minutes from Springfield and thirty minutes from Hartford), HGF and its sister foundation the Harold Grinspoon Charitable Foundation (HGCF), employ over 125 employees and offer national and international philanthropic programs that range from enhancing Jewish life throughout the US and the globe, to bringing together colleges and universities to promote entrepreneurship, to providing support and resources for local farmers, to honoring local public school teachers, to supplying over 650,000 free books monthly to children throughout the world.

The Foundation offers the stability of a nearly thirty-year organization, while also exhibiting the creative, exciting, and fast-paced spirit of a start-up. As an endowed foundation committed to serving its target markets, it offers long-term growth opportunities while also driving positive impact for all those served.

POSITION OVERVIEW

The Event Marketing and Logistics Coordinator is part of a team dedicated to organizing and leading HGF conferences and events, ensuring that the gatherings and experiences the Foundation hosts, sponsors, and attends are high quality, financially sound, and utilize best practices in engagement and event management. The Event Marketing and Logistics Coordinator will report to the Senior Event Manager and will report into our Agawam, Massachusetts office at a hybrid schedule.

Responsibilities include, but are not limited to:

Event Coordination

• Work cross functionally with HGF departments to implement planning tools (Sharepoint, Airtable, Bizzabo, internal event documents, etc.) and utilize best practices for conferences and events
• Develop and maintain event planning tools and resources for ongoing, internal event use
• Train programmatic executive assistants and program coordinators on event processes, systems, software and best practices, including internal event tools and resources
• Provide and ensure internal events have necessary logistical support
• Develop and implement systems for workshop support including staffing, material distribution, and evaluation

Event Material Management

• Diligently manage and monitor inventory and the storage of event materials and supplies throughout the year
• Work closely with the Operations and Marketing departments to produce, print, pack, and ship necessary conference and event materials to their designated destination
• Order supplies and coordinate movement and/or shipping of materials to conferences and events
• Manage process of returning and inventorying event materials after each conference and event

Event Platform Management

• Serve as the point person for the Foundation’s event software, Bizzabo
• Create event websites, mobile sites, and conference communications within Bizzabo
• Lead, manage, and oversee conference and event registration process

Conference and Event Evaluations

• Work with the evaluation and content teams to manage each conference evaluation and educational session evaluation process and analyze results

Conference and Event Customer Service

• Lead conference and event customer service, including management and organization of shared conference email inboxes
• Define event staffing needs, develop event staffing plan, recruit and train staff
• Coordinate, lead, and supervise on-site staff support, registration, check-in, and help desk area at HGF conferences and events

Virtual Conferences and Events

• Provide tech support for internal, virtual events and ensure key events have necessary tech support

Manage departmental credit card receipts and expenses

Provide additional support to the Events Team as needed

Complete additional tasks as assigned

• Flexible mindset and attitude
• Strong attention to detail
• Outstanding written and verbal communications skills
• Excellent organizational, interpersonal skills and customer service skills
• Strong time management skills with the ability to juggle multiple projects at once
• Creative thinking and problem-solving skills
• Ability to work under pressure in the fast-paced environment of virtual and in person events
• Ability to work collaboratively and independently, as a self-starter
• Proficiency in Microsoft Office, Mail Merge, Zoom, Adobe Creative Cloud, experience
• required
• Preferred experience in Survey Monkey, and email marketing systems
• General knowledge of basic CSS and HTML
• Knowledge of Jewish community and Jewish communal organizations preferred but not required
• Flexibility to travel and work non-traditional hours 4-6 times per year for conferences
• and events for up to a week or more at a time
• Hybrid into Agawam, MA Office

Physical Requirements

• Must be able to lift up to 35 pounds at times.
• Ability to staff evening and weekend events on occasion
• Ability to travel 20% of the time

Benefits

Health insurance

Dental and vision insurance

Short- and long-term disability insurance

401(k) retirement plan with employer match

Paid sick, holiday, vacation, and personal time

The Harold Grinspoon Foundation is an equal opportunity employer. All qualified applicants are invited to apply. For more information about the foundation and its programs, visit www.hgf.org.