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13 Jul 2022

Full-Time Events Coordinator

staffing@amacad.org – Posted by staffing@amacad.org Cambridge, Massachusetts, United States

Job Description

The American Academy of Arts & Sciences seeks an Events Coordinator to assist in planning and coordinating high-profile events and meetings. Founded in 1780, the Academy is both an honorary society that recognizes and celebrates the excellence of its members and an independent research center convening leaders from across disciplines, professions, and perspectives to address significant challenges. The Academy is committed to promoting diversity, equity and inclusion and looks to all its staff members to foster and promote these values.

The Academy plans over 100 events per year as part of an annual program of events. These events take place virtually and in person, across the country, and occasionally internationally. The coordinator will support a portfolio of events primarily related to the Academy’s projects and Commissions, including meetings, workshops, symposia, briefings, roundtable discussions, receptions, and webinars, as well as the Academy’s Annual Induction Weekend. The Events Coordinator will report to the Events Manager, be part of the Membership Engagement team, and will work collaboratively with colleagues across the organization.


Primary Responsibilities:

  • Work with the Events Manager and program staff on planning and coordinating details of multiple concurrent events and meetings, liaising with vendors, and interacting regularly with colleagues across Academy departments, Academy Fellows, invited speakers, and other special guests.
  • Manage invitations, registration, and communications with event participants.
  • Track and report on meeting attendance, participant information, expense information, and other key metrics.
  • Provide onsite event support.
  • Coordinate logistics, technology, and execution of virtual meetings and webinars.
  • Prepare event materials such as programs, schedules, nametags, tent cards, briefing materials, dinner seating charts, etc.
  • Occasional early morning, evening, and weekend responsibilities will be required; some travel (<10%) may be required.
  • Perform other related duties as assigned.


Qualifications & Skills: 

  • Associate’s degree or equivalent required, bachelor’s degree preferred; and 3-5 years of experience in events or project coordination, preferably at a foundation, higher education institution, or cultural non-profit.
  • Proficiency in Microsoft Office (especially Word, Excel, and Outlook), Adobe Acrobat, and Salesforce. Ability to quickly learn numerous event management and database applications, and to adapt to nuances in the applications.
  • Strong organizational and analytical skills and experience coordinating logistics and managing details.
  • Demonstrated ability to prioritize, juggle multiple deadlines, and work with little supervision in a fast-paced environment; ability to creatively problem-solve and be flexible as needs change.
  • Excellent written and interpersonal communication skills; confidence in professionally interfacing with a wide range of constituents.
  • Confidentiality, good judgment, and a proactive, positive client focus.
  • Success with building relationships with colleagues and contributing to a team-oriented environment.
  • Ability to occasionally lift up to 40 lbs, climb stairs, and operate a handcart


Location and Work Environment

This position is a hybrid role and will be based at the Academy’s headquarters in Cambridge, Massachusetts. At the Academy, we approach hybrid work with a focus on “purpose over presence,” with a blend of remote and in-person work, depending on the needs of the role and current projects.  Occasional travel, nights and weekends may be required.


Application Instructions

Applicants should submit an online application including their resume and a cover letter indicating their interest and qualifications for this position.


Commitment to Diversity:

The American Academy is committed to the diversity of its staff and membership. As a scholarly organization and research center, the Academy recognizes that diversity of thought, class, experience, sex, gender, race, physical or mental ability, age, religion, national origin, and sexual orientation is a value to uphold and is central to the mission and work of the organization. A more pluralistic staff embracing diversity of thought, approach and life experience fosters a more nuanced understanding of contemporary issues facing the nation and the world. Working together in a climate of respect and openness models the civil discourse that is fundamental to the work of the Academy.

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How to Apply

Please apply directly through the website.

Job Types: Full-Time. Job Tags: coordinator, event management, Events, events coordinator, Planner, and planning.

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