Special Events Coordinator 46154BR Off-Campus: Other US Locations Coordinator, Special Events Job Description The McCain Institute for International Leadership, a part of Arizona State University, seeks a full-time Special Events Coordinator based in Washington, DC. Working closely with and reporting to the Senior Director for Communications, the Special Events Coordinator will help develop, plan and execute a variety of McCain Institute events. The Special Events Coordinator will also assist with external relations and promoting the work of the Institute. In this position, the Special Events Coordinator will have the opportunity to engage with national and international policymakers, experts and practitioners. The Special Events Coordinator will help plan and execute the Institutes Debate and Decision Series (4-5 events a year), Leadership Voices programs, and multiple working group and task force meetings. The Special Events Coordinator will also contribute to the execution of the Institutes signature annual event, The Sedona Forum a high-level gathering of national and international leaders committed to addressing real world problems from a common foundation of core democratic values. Job Family Alumni Affairs Department Name McCain Inst Intl Leadership Full-Time/Part-Time Full-Time VP Code KNOWLEDGE ENTERPRISE DEV Scope of Search Open Grant Funded Position This is not a grant funded position and is not contingent on future grant funding. Salary Range Depends on experience Close Date 11-October-2018 Category 02 Essential Duties Event planning: - Coordinate logistics for all events, including: staffing plan, catering, A/V, photographer and venue; - Maintain a database of event information; - Manage all event-related contracts; - Advise Senior Director of Communications on potential speakers, panelists, experts and attendees; - Draft announcements, invitations as needed; - Coordinate travel logistics for speakers; - Craft speaker briefs and preparatory materials for speakers, panelists, and experts; - Travel to domestic events; and - Manage the Institutes events budgets and all associated purchases in addition to maintaining an ASU purchasing card. Digital event engagement: - Manage RSVPs for McCain Institute events; - Post event information on the McCain Institute website; - Promote event on social media and other outlets as deemed fit; and - Gather qualitative and quantitative data from online sources to evaluate and better manage events Other: - Handle post event follow-up work, including drafting and sending thank you letters to speakers and attendees, etc.; and - Coordinate with ASU and ASU Foundation event managers as appropriate. Minimum Qualifications Bachelor's degree Business Administration, Public Relations, Marketing or in a related field AND three (3) years administrative/coordinating experience OR, Any equivalent combination of experience, and/or education from which comparable knowledge, skills and abilities have been achieved. Desired Qualifications - Working knowledge of the DC events market and community; - Proven experience and discretion managing all aspects of event planning, and correspondence with high-level speakers and board members; - Experience with event promotion and publicity, especially on social media; - CRM and database management and demonstrated effectiveness using software to communicate with constituents and event invitees; - Experience working with external vendors and contracts; - Excellent verbal and written communication skills; - Strong organizational skills and ability to multitask; - Strong MS Word, Excel, Outlook, and database skills; - Knowledge of Photoshop and InDesign; and - Video editing skills a plus. Working Environment - Activities are primarily performed in a regular, climate controlled office setting subject to extended periods of sitting, standing, walking. - Use office equipment including a desktop computer. - Lift up to 20 pounds. - Clearly communicate to perform essential duties. - Receive regular review of completed tasks. Department Statement The McCain Institute, founded in 2012 as part of Arizona State University, is located in the heart of Washington, D.C. Inspired by the leadership of Senator John McCain and his familys legacy of public service, the McCain Institute is a non-partisan, do-tank dedicated to advancing character-driven leadership in the United States and abroad. The Institute acts to defend human rights, foster security and advance freedom. Learn more at mccaininstitute.org ASU Statement Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 90,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe. ASU is a tobacco-free university. For details visit - AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply. Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will be considered without regard to race, color, sex, religion, national origin, disability, protected veteran status, or any other basis protected by law. Employment Verification Statement ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications. Background Check Statement ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check. Instructions to Apply Application deadline is 3:00PM Arizona time on the date indicated. Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position. Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position. ASU does not pay for travel expenses associated with interviews, unless otherwise indicated. Only electronic applications are accepted for this position.