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Annual Meeting Event Coordinator

Pay Type: 
Salary
Job Status: 
Minimum Salary/Hourly Rate: 
$5,000.00
Maximum Salary/Hourly Rate: 
$5,000.00

Greater Philadelphia Cultural Alliance

The Greater Philadelphia Cultural Alliance seeks an Annual Meeting Event Coordinator with experience in planning and managing large scale events and a passion for arts and culture in Greater Philadelphia to oversee coordination of our 2022 Annual Meeting. 

Applications accepted on a rolling basis until filled with priority given to applications received by 7/31.

Background:

Founded in 1972, the Greater Philadelphia Cultural Alliance is one of the nation’s best-known and most effective arts service organizations. We lead, strengthen and amplify the voices of a cultural community that ignites creativity, inspires people and is essential for a healthy region. The Cultural Alliance has over 400 member organizations that reflect the diverse and vibrant arts and cultural community of the Greater Philadelphia region.

The Annual Meeting is the Alliance’s cornerstone event that brings together more than 500 arts and culture workers to connect, learn, reflect and innovate. The 2022 Annual Meeting will be an in-person event held in early October 2022.

The Annual Meeting Event Coordinator will be responsible for the planning and implementation of the 2022 event. The Coordinator will work mostly independently to execute the event with guidance and approval from the Cultural Alliance staff liaison.

Position Overview:

The Event Coordinator will work with a Cultural Alliance staff liaison to execute its outdoor 2022 Annual Meeting. The Event Coordinator will ensure the Annual Meeting represents the chosen theme and aligns with the mission and strategic goals of the organization. Responsibilities include research and acquisition of vendors, vendor coordination, management of event logistics and event execution. Following the event, the Event Coordinator will complete a post-mortem report on the process and noteworthy successes and challenges.

This is a part-time, temporary, contracted position reporting to the Director of Member Engagement & Administration, who is the Cultural Alliance staff liaison. This position will start in August 2022 and conclude in October 2022, averaging 40 hours of work per month. 

The ideal candidate is independent, demonstrates strong project management and communications skills, has experience in large-scale event coordination, and is comfortable utilizing technology to plan and communicate.

The Cultural Alliance is committed to diversity, equity and inclusion and welcomes and encourages individuals from a wide variety of backgrounds and experiences to apply.

Primary Roles & Responsibilities:

  • Communicate with staff liaison on a consistent basis to ensure the project aligns with goals and proceeds according to schedule
  • Document and follow up on important actions and decisions from meetings
  • Maintain and monitor project plans, project schedules and budget, and make adjustments as needed in coordination with the staff liaison
  • Submit project deliverables in a timely manner and ensure that they adhere to quality standards set forth by the Cultural Alliance staff liaison
  • Secure vendors and contractors as needed (ASL, A/V, catering, equipment rentals, etc.)
  • Responsible for volunteer coordination
  • Be the event coordinator for day-of event logistics including staff and volunteers
  • Conduct a post-event evaluation, identifying successful and unsuccessful event elements

Qualifications - The ideal candidate will demonstrate:

  • Experience in large-scale event management, seeing projects/events through the full lifecycle
  • Strong written and verbal communication skills
  • Comfort with using technology such as Google Suite, Zoom and Outlook
  • Organizational and problem-solving skills
  • Ability to set goals, self-manage and work in a team
  • Strong time-management skills and ability to meet deadlines
  •  Attention to detail even under pressure
  • Ability to complete projects according to outlined scope, budget and timeline
  • Positive relationships with vendors a plus
  • Budget management experience a plus
  • Familiarity with and appreciation for Greater Philadelphia’s arts and culture sector a plus
  • Familiarity with Salesforce, or other CRM tools, and task management applications such as Asana a plus
  • Candidates from diverse backgrounds are strongly encouraged to apply

About the Cultural Alliance’s Work Environment:

 As the Cultural Alliance serves our members and the broader arts and culture sector, we also celebrate the people who make that vital work possible. We know that as happy, healthy and fulfilled individuals, we are better advocates for the Cultural Alliance and its constituents.

We create an inclusive and supportive environment by practicing respect, empathy and valuing the diversity and perspective of each individual. Through our actions, we are accountable to our mission and values and considerate of each other and our stakeholders. We encourage work/life balance because we know that our unique backgrounds, passions and interests outside of work help to inspire innovative solutions.

We believe that we are all leaders, all possessing important insight into the mission of the Cultural Alliance, and all deserving of opportunities for advancement and professional development. We work as a team to build trust and collaborate in a way in which everyone’s input is heard and their contributions appreciated. We promote creativity and out-of-the-box thinking and challenge ourselves to continually ask what a strong organization looks like.

Hours and Location:

The Cultural Alliance office is located in Center City Philadelphia. Currently our team is working towards a hybrid model (part remote and in-person) beginning September 15. This position is primarily remote depending on the individual’s needs and has the potential to be flexible. There may be some in-person coordination with vendors. Meetings and communication must be conducted during traditional business hours, i.e. 9 a.m. to 5 p.m. 

Compensation:

This is a part-time, temporary contract position, which will average 40 hours of work per month. The Event Coordinator will receive a stipend of $5,000, paid in three installments over the duration of the contract.

Education Level:

College degree or equivalent experience preferred.

To Apply

To apply for this position, please email Lauren Gilmore, Director of Member Engagement & Administration, at laureng@philaculture.org, with the subject line “Event Coordinator Application.” Please include the following in your application submission:

  • Resume

  • Cover letter detailing your relevant experience and interest

  • Two references

Applications accepted on a rolling basis until filled with priority given to applications received by 7/31.