Executive Office Coordinator And Events Specialist

e Executive Office Coordinator and Events Specialist is a hybrid role that is responsible for assisting the Executive Director with external and internal communications and office administration, as well as serving as the liaison for internal and external events and developing and managing a portfolio of income producing opportunities across the Free Library of Philadelphia Foundation system.

Why Work For Us?

The Free Library of Philadelphia offers a competitive compensation package. We offer the following benefits: flexible work environment, medical, dental, flex and HSA plans, disability & life insurance; Flexible Spending Accounts, retirement 403b, PTO, paid holidays (including floating).

Diversity, Equity, and Inclusion

The Free Library of Philadelphia Foundation is an Equal Opportunity Employer. We encourage Black, Indigenous, BIPOC, LGBTQ+, veterans, and people with disabilities to apply. The organization is committed to building a community that is inclusive and equitable.

Essential Functions:

Executive Assistant:

• Manages the Executive Director’s emails and calendar; schedules meetings for the Executive Director (with staff, board members, donors, and museum partners); prioritizes the most sensitive matters.
• Serves as the liaison for the ED with the press and media outlets, serves as the primary contact for the Board of Directors, and serves as the intermediary for all constituents and the Director’s office.
• Drafts communications from the Executive Director and other staff when assigned, including a formal communication from the ED’s office to the Foundation’s constituents on a regular basis.
• Provides administrative assistance, such as writing and editing emails, drafting acknowledgements and other letters, and preparing other communications as assigned on the Executive Director’s behalf.
• Maintains accurate and organized records. Enters and monitors data on the ED’s behalf to the Foundation’s data base, including actions, uploading documents, etc.
• Prepares reports by collecting and analyzing information.
• Organizes meetings, including scheduling, sending reminders, and organizing catering when necessary. Facilitate bi-weekly staff meetings and agenda; plans and executes all staff events, such as retreats, parties, work days, and socials.
• Works closely with the Board chair and committee chairs to develop and distribute agendas and other materials for committee meetings and full board meetings.
• Takes and distributes minutes for committee and full board meetings.
• Manages Board materials in BoardEffect and Altru.
• Runs Board meetings (hybrid, virtual, and in person).
• Facilitates orientation of new board members with of the designee(s) from the Board’s Governance Committee, including distributing materials, facilitating orientation, and scheduling.
• Maintain staff organizational information, including emergency contacts, internal phone lists, and holidays, communicating changes with FLPF HR.
• Makes travel arrangements for Executive Director.
• Answers phone calls in a professional manner.
• Process daily mail, place orders for office supplies for all staff, and create monthly opening and closing schedule of the institution.
• Other duties as assigned.

Staff Wide Administration:

• Maintains accurate and organized records. Maintains structure of staff SharePoint hub and staff calendar; Updates document retention policy as needed.
• Liaises with Finance Office on accounts payable and invoice processing
• Compiles information for and designs annual reports
• Purchases and distributes office supplies; maintains office supply storage area.
• Plans and executes staff events such as retreats, parties, work days, and socials
• Manages postage machine and copier in mailroom
• Maintains staff organizational information, including emergency contacts, internal phone lists, and holidays, communicating changes with FLPF HR.
• Assists members of the senior staff on some administrative tasks, particularly credit card expense reports.
• Processes daily mail, places orders for office supplies for all staff, and creates monthly opening and closing schedule of the institution

Events Specialist:

• Coordinate the logistics for all Foundation events including donor cultivation dinners and receptions, membership events, campaign events, the annual Gala, and other fundraising functions requested by the development team.
• Manage all event logistics, including coordinating with outside vendors and/or internal facilities staff for event set-up and breakdown, registration, décor, creating and implementing a staffing plan, creating seating arrangements, floor plans, and talking points.
• Manage and maintain internal events calendar and Events meetings.
• Keep stock and restock event inventory i.e. invitations, rack cards, collateral, décor, etc.
• Design and produce or work with vendors to design and produce event invitations, including hardcopy mailings and email blasts.
• Work with development team to build and maintain guest lists.
• Manage RSVPs, RSVP tracking, RSVP phone line and inbox. Inform development of rsvp’s in advance of an event, share bios on VIP’s who are attending internal events.
• Work with Operations team to build and create event websites for fundraising events.
• Develop and maintain cost analysis reports for all events and oversee event budgets.
• Other duties as assigned.

Qualifications

• High school degree or equivalent required; Bachelor’s degree preferred.
• Previous administrative experience
• Experience in special events, fundraising, income generation, or related business development activities in a non-profit environment.
• Ability to initiate or expand mission related, revenue generating commercial activities to increase the Foundation’s earned income capacity.
• Strong interpersonal and relationship-building skills.
• Effective project and time management skills.
• Ability to independently prioritize tasks, meet objectives, and consistently meet deadlines.
• Flexible and adaptive to effectively manage changing priorities and new opportunities.
• Excellent computer skills, including MS Word and MS Excel.
• Familiarity with non-profit organizations and their practices.
• Knowledge of government, foundation, and corporate giving.

Job Type: Full-time

Pay: From $68,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: Hybrid remote in Philadelphia, PA 19103