Events Coordinator (non-exempt)

REPORTS TO: Program Manager, Program on Latin America and the Caribbean    

DATE:    June 2017

Position Description

The main objective of the Events Coordinator position in the Program on Latin American and the Caribbean (LAC) is to organize and carryout all logistical aspects of the Program’s in-person courses and events. The Events Coordinator will work with the Lincoln staff and external course developers on the course (or event) announcement, application process, selection and registration process, venue contracting, travel arrangements and assignment collection.

Key Functional Responsibilities and Tasks:

Create and manage multiple event calendars

This position requires the ability to schedule and manage a variety of different courses and events simultaneously. The Events Coordinator creates a schedule of tasks and responsibilities for all those involved in the event, and makes sure these tasks (logistical and academic) are completed on time.

Contract hotels, venues, transportation and audiovisual services

The Events Coordinator sends out requests for quotes for hotels reservations, meeting venues, transportation and any audiovisual services an event may need. Given a certain budget to work in, the Coordinator will compare costs and present the selected venues and services to the LAC Program Manager for approval. The Coordinator reviews all contracts carefully and assures that each contract follows the Lincoln Institute’s terms and policies. The Coordinator remains in constant contact with each vendor to make sure all the details are finalized, such as rooming lists, headcounts, meal options, etc. final invoices are reviewed after each event for accuracy.

Create and/or oversee the creation and shipment of event materials

The Events Coordinator is responsible for the creation of all necessary documents to be distributed before, during and after an event. The Coordinator is also responsible for assuring that shipments of publications and marketing materials are requested and processed on time. 

Communicate logistics to event participants

The Events Coordinator must send clear communication to applicants, participants and professors of our courses and events. The Coordinator is responsible for making sure that everyone knows all the logistical details regarding the event so that each person is prepared to travel and participate in the event.

Provide onsite support and collect course materials

This position requires travel to certain events and courses in Latin America to help manage details with the hotel and work with participants regarding their reservations, course materials, course requirements, and other logistical tasks. The Events Coordinator helps faculty with any technical issues regarding their presentations when possible. The Coordinator should assure that all course presentations, materials and attendance are recorded and saved at the end of each event.

Online support for courses

Provide support for online modules of in-person courses as needed and in coordination with LAC staff.

Qualifications

Knowledge, Skills, and Abilities required:

  • Strong written and oral communication skills
  • Strong organizational skills and ability to meet deadlines
  • Attention to detail and follow-through
  • Problem-solving skills, able to find new solutions to problems
  • Creative and proactive
  • Positive “can-do” approach to work and team spirit
  • Understand and sensitive to Latin America culture and business
  • Efficient, able to prioritize and multi-task
  • Ability to effectively interact with Institute staff at all levels, responding to different expectations
  • and work styles
  • Ability to work independently and handle multiple tasks simultaneously
  • Flexible, adaptable, well-organized, dependable, tactful
  • Ability to travel internationally

Minimum Qualifications:

  • Two+ years of office and program administration or event planning
  • Associate degree required / Bachelor degree recommended
  • Basic support skills recommended
  • Fluent in written and spoken Spanish and English; Portuguese helpful
  • Excellent computer skills using Microsoft Word, Excel, and PowerPoint
  •  
  • Compensation 

  • Competitive Salary commensurate with experience and qualifications and generous benefits, including paid time off for holidays and vacation, health coverage, employer-matched retirement plan.

    Application

    To apply, please send resume, cover letter, and three references as one PDF to administration@lincolninst.edu. The PDF file should be named as follows: LastName_FirstName_LAC Events Coordinator.pdf. Please ensure that the subject line of your email includes the text "LAC Events Coordinator." The position is open until filled. The Lincoln Institute will begin reviewing resumes and requesting interviews immediately.

    The Lincoln Institute of Land Policy

    The Lincoln Institute of Land Policy is a nonpartisan, private operating foundation whose mission focuses on solving global economic, social, and environmental challenges to improve the quality of life through creative approaches to the use, taxation, and stewardship of land. A dynamic, growing, organization whose origins date to 1946, the Lincoln Institute seeks to inform and reframe the public dialogue and decisions about land through research, training, and effective communication. By bringing together public officials, policy makers, scholars, practitioners, journalists, and involved citizens, the Lincoln Institute integrates research and practice and provides a forum for multidisciplinary perspectives on public policy by “finding answers in the land”. The Lincoln Institute focuses on five major areas of impact in the world: Creating Fiscally Stable Communities, Mitigation of and Adaptation to Climate Change, Reducing Urban Poverty and Informality, Establishing Functional Land Markets and Ensuring Efficient and Equitable Tax Policy.   More information can be found on the Institute’s Web site: www.lincolninst.edu

     

    The Lincoln Institute of Land Policy is an Equal Opportunity Employer.