Engagement & Events Coordinator

Position Overview

The Engagement & Events Coordinator is responsible for executing the design and vision of EGA’s signature events. The Engagement & Events Coordinator works closely with the Engagement & Events Manager and Director, Justice & Equity to ensure the successful planning and coordination of event deliverables. Following the vision of the philanthropic member planning committee, EGA’s executive staff, and events staff, this coordinator will work with partners on the detailed development of mainstage and member sessions. The coordinator will bring excellent writing skills to this role, and draft external communications, promotional materials, speaker invitations, and facilitation guides. These efforts support programming and content development, and increase the impact of the event for the environmental philanthropy sector.

Location: Flexible, New York, NY Preferred

About Environmental Grantmakers Association

EGA is a membership organization that is composed of over 215 grantmakers and foundations, giving programs, and major individual donors concerned with protecting people and planet at every giving level. EGA members hold more than $200 billion in assets and give more than $1.91 billion annually to support a wide range of environmental issues domestically and internationally. 

EGA convenes our membership through annual, signature events. These events provide a venue for members to connect on pressing environmental priorities, and glean insights from leaders from the movement and the sector to inform grantmaking. Each fall the organization hosts our annual conference, the EGA Fall Retreat. The Retreat connects hundreds of philanthropic leaders for a 4-day gathering. Foundation trustees, presidents, executive directors and staff gather to network, learn and strategize about the many environmental challenges and opportunities that face our society. Additionally, EGA hosts annual member Briefings. EGA Briefings are 2-day convenings that provide a forum for policymakers and philanthropists to exchange ideas about the pressing policy issues of the day.

The ultimate goal of EGA and its members is a world with healthy, equitable and sustainable ecosystems, communities and economies. EGA works with members and partners to promote effective environmental philanthropy by sharing knowledge, fostering debate, cultivating leadership, facilitating collaboration and catalyzing action. EGA envisions a high-impact network of environmental funders working to achieve a sustainable world. Recognizing the importance of diverse perspectives, the organization values ecological integrity, justice, environmental stewardship, inclusivity, transparency, accountability, respect and balancing pragmatism with idealism. 

More information about EGA can be found at www.ega.org. 

Key Responsibilities

Event Planning and Execution:

• Coordinate and facilitate EGA members’ development of event sessions, pre- and post-event institutes, and event receptions in collaboration with the EGA events team.
• Draft materials to support the planning of mainstage sessions. This includes development of speaker invitations, informational talking points, logistic details, and facilitation guides.
• Coordinate the logistics of event and speaker travel and lodging with consultants and travel agent.
• Support events manager with planning and design.
• Work with recreational vendors and NGO partners, for field trips and relevant site visits.
• Coordinate member registration and communication for smooth participation on the day of the event.
• Staff the event registration table onsite, to provide attendees with relevant information.
• Train and onboard volunteers and paid event consultants to run portions of the onsite event, where necessary. This includes training support staff to operate breakout sessions, field trips, mainstage audience Q&A, and registration, among other supports.
• Draft and compile documents and support materials for event planning committees and internal planning efforts.
• Organize logistics and venues with external consultants. Source and organize site contracts and agreements with external vendors and partners, and ensure timely execution of deliverables.
• Travel to relevant philanthropic events throughout the year to support member engagement and recruitment.

Communications/Member Services:

• Write and coordinate weekly countdown to event outreach communications to the EGA membership and to our external, invited event audiences.
• Draft thorough and detailed event talking points and logistical information for invited speakers, EGA staff, EGA Board, and committee members.
• Create online event materials to support event attendees’ participation.
• Draft and coordinate event attendee communication pre-, during, and post-event.
• Working with staff to provide services and support to the EGA's diverse membership, ranging from large foundations to individual trustees and family foundations.
• Coordinate member-initiated networking and peer-learning activities.

Administration:

• Support members’ ticketing and registration for EGA events and optional, side events during signature gatherings.
• Update EGA’s member database to compile up-to-date event invitation lists.
• Maintain and update EGA’s online event registration platforms to reflect current and accurate event information and support member participation.
• Process event expense reports, speaker stipends, and invoices with oversight by Engagement & Events Manager.
• Additional administrative support, as needed.

Qualifications and Experiences

The Engagement & Events Coordinator should have the following experience and qualifications:

• Relevant experience promoting environmental solutions and innovations that respect all people, practice moving internal systems and structures towards justice goals.
• Ability to organize materials and processes, and adhere to work plans and timelines, to produce event deliverables.
• Advanced writing skills, experience with copyediting written materials for distribution.
• Attention to detail. Extremely organized, and self-starting attitude to collaborative work.
• Experience with event planning, content development, and logistics coordination.
• Capacity to work well independently and perform under pressure in high profile situations, with patience and a sense of humor.
• Demonstrates a high value in building relationships, transparency and openness. Positively contributes to a joyous learning organizational culture.