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Meeting and Events Specialist (Office of Communications)

Urban Institute

Urban Institute

Administration, Marketing & Communications
Washington, DC, USA
Posted on Tuesday, August 8, 2023

About Urban Institute:

At the Urban Institute, we believe in the power of evidence to improve lives and strengthen communities. As a nonprofit focusing on social and economic policy, our researchers and policy entrepreneurs open minds, shape decisions, and identify transformative solutions to the most pressing issues of our time.

Our Mission

To open minds, shape decisions, and offer solutions through economic and social policy research.

Our Values

Collaboration, Equity, Inclusivity, Independence, and Integrity

For more information on the Urban Institute, please visit https://www.urban.org.

The Opportunity:

Central to Urban’s mission is fostering a truly inclusive community that ensures ongoing relevance to a changing world. The Communications department for the Urban Institute seeks a high-energy, detail-oriented individual with proven experience in advance, logistics and event planning to join our Events Team. This individual will work with our team of five to help deliver 130+ virtual, hybrid and in-person events annually. This position will report to the Senior Manager, Events. Limited travel is required.

What You’ll Do:

  • Serve as member of the Urban events team, carrying out duties according to Urban’s Events guidelines and best practices and supporting planning and logistics for Urban-hosted events, as assigned

  • Coordinate and execute on all logistical details related to virtual and in-person meetings, private convenings, and public events, as assigned

  • Serve as a thought-partner and resource to internal clients for program design and development for small to mid-size events

  • Prepare welcome remarks and briefing memos for principals, including internal speakers such as the president or senior vice presidents

  • Coordinate meeting or event venue choices and manage all logistics details with chosen venue including contracts, billing, room set up, and AV

  • Locate and arrange hotel accommodations, including tracking hotel room use for participants

  • Coordinate catering and dining needs for meetings and events

  • Coordinate travel plans for meeting participants and reimbursement for travel-related expenses, as needed

  • Coordinate production, shipping and handling for collateral materials needs such as agendas, name tags, table tents, supporting materials, and signage, as needed

  • Track meeting and event project budgets

  • Support other communications and events activities as assigned

Who You Are:

  • Possess the knowledge and experience generally associated with a bachelor’s degree and 2-3 years of work in advance, logistics, or event planning or an associate’s degree and 3-5 years of work experience, preferably at a policy-related organization

  • Bring previous experience scheduling meetings, coordinating events, and/or assisting project teams or principals

  • Bring previous experience in site selection, travel logistics, budget management, food and beverage selection, and onsite meeting management

  • Bring previous experience hosting events on Zoom, Microsoft Teams, or another virtual meeting platform

  • Manage numerous requests/deliverables simultaneously with the expectation of multiple and changing priorities

  • Posses strong organizational and communications skills and the ability to compose error-free business correspondence, including drafting welcome remarks and briefing memos for principals

  • Posses the ability to manage relationships with all levels of staff, key external stakeholders, and vendors, including commitment to providing superior customer service to both internal customers and external audiences

  • Demonstrate commitment to diversity, equity, and inclusion

  • Express an interest in public policy questions, government affairs, and research

  • Exhibit advanced proficiency in Microsoft Excel, MS Word, Outlook, PowerPoint. Experience with Airtable, SmartSheet, Salesforce, or similar tools a bonus

  • Demonstrate the ability to work efficiently and effectively as part of a team and be self-motivated

What You’ll Experience:

No matter your role with Urban, you will contribute to meaningful work that makes a difference for people and communities across the country. And whether you call the Washington, DC area or elsewhere home, you can expect to be part of a welcoming and hybrid workplace. We are committed to cultivating a community and working in a manner defined by collaboration, equity, inclusivity, independence, and integrity.

Urban’s greatest asset is our people.

The salary range for this position is Min $53,167 – Mid $69,765 – Max $85,176. Salary offered is commensurate with experience and considers internal equity. Candidates from diverse backgrounds are strongly encouraged to apply. Salaries are just one component of Urban Institute’s total compensation package. Urban is committed to supporting our staff’s physical, emotional, and financial well-being through a robust benefits package for yourself, eligible dependents, and domestic partners. It includes generous paid time off, including nine federal holidays, medical (including prescription), dental and vision insurance, and transit benefits. Urban is unique in that we offer 403(b) retirement plan participation immediately after you’re hired and a generous employer contribution after six months of service and 500 hours, with immediate vesting. You’ll also have access to a health advocate, personal finance coaching, an Employee Assistance Program, and educational assistance for undergraduate and graduate degree programs.

This position is based in Washington, DC and will be required to work onsite, based on the schedule of events. Some remote work may be possible.

With the conclusion of the government-issued COVID-19 national public health emergency, Urban has updated our COVID-19 safety guidelines. All Urban Institute employees working from our onsite location must be fully vaccinated against COVID-19 and comply with any masking requirements. Fully vaccinated is defined as receiving the primary series of US approved COVID-19 vaccinations (Pfizer-BioNTech, Moderna, Novavax, Johnson & Johnson’s Janssen) with the addition of at least 1 COVID-19 booster. Employees who are working onsite may request exemption from the COVID-19 vaccination requirement based on a medical condition or a sincerely held religious belief that prevents them from being vaccinated. Where such an exemption is approved, Urban will discuss potential accommodation with the employee. These guidelines do not apply to employees who are teleworking or other offsite staff.

The Urban Institute has formally recognized the Urban Institute Employees’ Union, which is part of the Nonprofit Professional Employees Union (NPEU). Urban management and the Union work together in good faith and are motivated by a shared commitment to this institution. This position is included in the Union-represented collective bargaining unit, and specific employment terms and conditions are subject to collective bargaining negotiations.

The above statements are intended to describe the general nature and level of the work being performed by the people assigned. This posting is not an exhaustive list of all duties, responsibilities, and requirements. Urban management reserves the right to amend and change duties, responsibilities, and requirements to meet business and organizational needs as necessary. The Urban Institute is an equal-opportunity employer and is committed to a diverse and inclusive workplace. All qualified candidates will receive consideration without regard to race, color, religion, national origin, gender or gender identity, age, marital status, personal appearance, sexual orientation, veteran status, pregnancy or family responsibilities, matriculation, disability, political affiliation, or any other protected status under applicable law.

The Urban Institute is an Equal Opportunity/Affirmative Action Employer Minorities/Women/Disabilities/Veterans.