Special Meetings Coordinator
Location: Philadelphia metro area, Pennsylvania, USA
Department: Special Meetings
Reports to: Director, Special Meetings
Salary: Competitive salary and benefits package based on qualifications and experience
Organization and Position
The John Templeton Foundation serves as a philanthropic catalyst for discoveries relating to the deepest and most perplexing questions facing humankind. We support research within disciplines ranging from astrophysics, evolutionary biology, and genetics, to philosophy, psychology, and economics. We seek to share and discuss discoveries related to life’s purpose and human happiness. In all cases, our goal is to spur curiosity and accelerate discovery. To catalyze such discoveries, we provide grants for independent academic research on a wide range of topics that relate to the Foundation’s mission.
Sir John Templeton, founder of the John Templeton Foundation, also created the Templeton Prize to celebrate individuals who had devoted their talents to expanding our vision of human purpose and religious belief and practice. The Templeton Prize focuses on research, discovery, public engagement and religious leadership that advance our understanding of, and appreciation for, the insights that science brings to the deepest questions of the universe and humankind’s purpose and place within it. This prize has been awarded to 50 people, including Desmond Tutu, Mother Teresa, and the Dalai Lama.
The John Templeton Foundation is seeking a Special Meetings Coordinator to support the planning and execution of domestic and international meetings including the Templeton Prize Events, the Templeton Annual Members Meeting, Trustee and Committee meetings, and planning meetings related to the Foundation’s grant making activities. The Special Meetings Coordinator will also support the planning and execution of internal team meetings and other staff events. This role is responsible for planning and tracking logistics, troubleshooting problem situations, communicating relevant event and meeting information, and ensuring compliance with the Foundation’s policies and practices.
- Contribute to all planning phases for Templeton Prize Events, Templeton Annual Members Meetings and other meetings the department oversees, including the meeting scope, timing, venue selection, site visits, agenda creation, travel management, budget and other logistics.
- Serve as a primary liaison between internal departments and vendors.
- Coordinate production of printed and electronic meeting materials, including meeting brochures, invitations, posters and other items.
- Manage and update project tracking systems and communicate progress with stakeholders.
- Manage the contract review process with meeting vendors including initial review of terms, conditions and scope of work, submission to the Office of the General Counsel, coordination of the internal review process and communication to the vendor, working closely with the Director and the Office of the General Counsel.
- Oversee contract maintenance management on behalf of the department, including timely review of legal reports to ensure contracts and statements of work are closed and/or renewed with vendors.
- Coordinate and support travel arrangements and schedules for those who attend meetings hosted by the Foundation (including but not limited to employees, Trustees, advisors, members and special guests).
- Coordinate travel Visas and set travel parameters for meetings sponsored by JTF; ensure that travel parameters comply with the Foundation’s travel policies; communicate parameters to travel agencies and attendees; and monitor compliance with travel parameters.
- Plan and execute logistics, including room set up, meals, conference calls and video calls for internal events, and onsite luncheons and meetings.
- Support maintenance of registration websites; answer attendees’ questions during registration, compile registration data, and make recommendations for improvements.
- Maintain data related to Templeton Prize nominations and ensure that nominations are properly coded as expired or still active.
- Provide administrative support for the compilation of research on Templeton Prize nominees and preparing materials for review by the Templeton Prize judges.
- Assist in the creation of the Prize portal for the Templeton Prize Review Committee and the Templeton Prize judges.
- Support the production and distribution of Templeton Prize invitations for Templeton Prize events.
- Manage all vendor payments including verifying invoices against the budget and approved contracts.
- Prepare and submit expense reports, including bill-back letters to meeting attendees and reconciling purchasing card charges.
- Serve as the department’s Salesforce administrator for Templeton Prize contact information and nomination categories, as well as JTF Advisor, Trustee and Member contact information.
- Run, analyze, and make suggestions based on scheduled and ad-hoc reports from Salesforce, as needed.
- Schedule and coordinate meetings on virtual platforms including accurate setup of the meeting platform and communication with attendees.
- Assist with planning and monitoring the department’s annual budget.
- Assist with other departmental projects as needed.
Required Qualifications, Skills and Abilities
- At least 5 years’ experience in event planning, preferably in a foundation or academic setting.
- Bachelor’s Degree required.
- CMP preferred.
- Strong interpersonal skills, including demonstrated success in arranging meetings, requesting information, following up on related items and maintaining the highest standards of professional conduct.
- Excellent written, oral and interpersonal communication skills.
- Strong attention to detail, organizational skills and ability to meet deadlines.
- Proficient in Microsoft Word, Excel and PowerPoint. SalesForce experience is a plus.
- Proven ability to work both independently and as part of a team.
- Domestic and international travel required (approximately 25%).
- Physically able to lift up to 20 pounds as may be required to pack and ship materials.
- Physically able to stand for extended period and move tables and chairs repeatedly to setup for various internal and external meetings.
- A personal interest in the Foundation’s mission is preferable.
We are committed to caring for our employees and their families through exceptional benefits. We pay for 100% of employee medical, dental and vision premiums, and generously contribute to family premiums. We provide life insurance, short-term disability coverage and long-term disability coverage at no cost to employees. We offer a 401(k) retirement savings plan with an employer match and additional discretionary contributions. Paid time off includes generous vacation, sick, and personal days. The Foundation offers a unique donation program, enabling employees the ability to direct a $5,000 donation to a mission aligned organization of their choice, with no employee donation required.
Due to the coronavirus pandemic, the role will be a remote-work position through at least May 2021. The Foundation does plan to resume in-office operations when it is safe to do so (advanced notice will be provided), and the position will be based in the Foundation’s offices, located in West Conshohocken, PA. West Conshohocken, PA is a short drive (~15 miles) from Philadelphia and within walking distance of a commuter train station into downtown Philadelphia.