Events and Special Projects Assistant

U.S. Global Leadership Coalition; Washington (District of Columbia); On-site; USD 42,000 - 45,000; Full time

Benefits offered by this job

Health insurance

Disability insurance

Retirement plan

Paid leave (annual & sick)

Federal holidays

Job summary

The U.S. Global Leadership Coalition (USGLC) is seeking an Events and Special Projects Assistant to support planning and execution of state and DC events and signature events like the Tribute Dinner and Global Impact Forum.

Based in Washington, DC, you will report to the Program Director and Deputy Program Director and collaborate with the Program Team. The role emphasizes detail orientation, creativity, and strong coordination across vendors, speakers, and logistics, with travel required to

Qualifications

• Bachelor’s degree or equivalent experience.
• Minimum of one year of event planning/advance experience.
• Strong project management, organizational, and communication skills.
• Interest in foreign policy preferred.
• Proficiency with Microsoft Office, Google Sheets, and virtual meeting platforms (Zoom, MS Teams, Cisco Webex).
• Willingness to travel domestically.

Responsibilities

• Event Support – assist with program planning, venue selection, logistics, speaker prep, recruitment, and coordination for state and DC events.
• Vendor Outreach & Logistics – liaise with caterers, facilities, AV, transportation, photographers, and coordinate travel and materials.
• Event Execution – provide on-site and virtual support and post-event follow-up for various events.
• Special Projects – assist with scheduling meetings, agendas, invitations, note-taking, and logistics for policy convenings.
• Other duties as assigned to support the team.

Skills

Event planning

Project management

Communication skills

Attention to detail

Creativity

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office Suite

Google Sheets

Zoom

MS Teams

Cisco Webex

Job description

The U.S. Global Leadership Coalition (USGLC) is seeking a detail-oriented, creative and highly motivated Events and Special Projects Assistant to join our Program Team.This position will assist in the planning and execution of the USGLC’s small- and large-scale events in over 30 states across the country and in Washington, D.C., as well as the signature events including the annual Tribute Dinner and Global Impact Forum. Additionally, this position will support special project activities.This position will report to the Program Director and Deputy Program Director and is based in Washington, D.C.

At USGLC, we are committed to fostering a culture of inclusiveness and belonging among staff, volunteers and partners.

ESSENTIAL RESPONSIBILITIES:

Events Support - 70%

• Program Planning –Support the Program Team in planning all small- and large-scale state-based and Washington, D.C. events by assisting with venue selections, event logistics, speaker preparation, recruitment and organizational coordination.
• Vendor Outreach & Logistics Management –Communicate directly with event vendors including caterers, facility managers, audio visual technicians, transportation services, photographers and videographers to make all advance arrangements for events. Handle travel arrangements for guest speakers and leadership. Coordinate and ship all printed and digital materials for events.
• Event Execution – Assist the Program Team in executing programs with advance support, on-site event support, virtual event support, and event follow-up. Events include small meeting arrangements, state events, DC events, signature annual events, and supporting other members of the Program Team as needed.

Special Projects - 30%

• Special Program Support – Support special convenings of policy thought leaders. Assist with scheduling meetings and events for the group, preparing agendas, inviting members, note-taking, coordinating logistics and preparing materials ahead of engagements.
• Other duties as assigned based on the needs of the team.

POSITION REQUIREMENTS:

• A bachelor’s degree or an equivalent amount of experience in a similar function in lieu of educational qualifications.
• A minimum of one year event planning and/or advance experience.
• Strong project management, organizational and communication skills are required.
• Interest in foreign policy is a plus; a passion for the organization’s mission is preferred.
• Excellent attention to detail, expertise working with Microsoft Office Suite, Google sheets, as well as virtual event and meeting platforms, such as Zoom, MS Teams, Cisco Webex, etc.
• A wide degree of creativity and latitude is expected and encouraged.
• Frequent domestic travel is expected.

COMPENSATION:

A projected salary range of $42K-$45K will be offered, commensurate with experience and qualifications. The USGLC also provides a package of benefits, including health and disability insurance, retirement plan, paid annual and sick leave and federal holidays.

ABOUT USGLC:

The U.S. Global Leadership Coalition (USGLC) is a broad-based influential network of 500 businesses and NGOs; national security and foreign policy experts; and business, faith-based, academic and community leaders in all 50 states who support a civilian-led approach of elevating diplomacy and development alongside defense in order to build a better, safer world.