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Senior Program Associate, Events

The Rockefeller Foundation is seeking a highly-motivated Senior Program Associate, Events on the Bellagio and Fellowships team.  In this role, the position’s key responsibilities include (a) events logistics, production and design, (b) day-to-day operations point person for the Bellagio Italy team, ensuring seamless integration and execution between NY and Italy and (c) alumni network platform administration.  This is a demanding multidisciplinary role, requiring significant leadership responsibility and offering great opportunities for professional development.

As a key part of this history, The Rockefeller Foundation’s Bellagio Center on Lake Como, Italy, is one of the world’s most notable convening sites for policymakers, practitioners, influential scholars, artists, writers and scientists, to advance ideas and social innovation.  Building on its rich history, the Rockefeller Foundation Bellagio and Fellowships team is a leading identifier and generator of the intellectual capital needed to solve the globe’s most pressing problems, and a convener of those driving solutions to help maximize their impact – all in service of our beneficiaries and our mission to promote the well-being of humanity throughout the world.  Our activities include: curating world class convenings and other events in Bellagio and around the world; delivering a high quality Bellagio residency and conference program; managing the Rockefeller Foundation Fellowship program; and launching and managing our planned new alumni network and publishing platform/journal.  The Bellagio and Fellowships team is part of the Rockefeller Foundation’s Global Policy and Advocacy unit, also comprised of regional offices in Asia and Africa, and the policy, communications, partnerships, and program influence and campaigns teams.

 

Principal Duties and Responsibilities

Events Logistics, Production and Design

Working closely with the Managing Director and Senior Advisor, the primary focus of the SPA is to oversee the design and execution of an outstanding events program with a significant positive impact on the world.  This role will be key in ensuring seamless execution of logistics, production and design for the team’s events, including but not limited to June in Bellagio, Signature Convenings, Bellagio “On the Road” events, Rocky Talks, 17 Rooms, Alumni Events etc.  The SPA will also provide event advice, assistance and support to other internal and external organizers of conferences in Bellagio, Rockefeller Foundation Fellows, for any event co-sponsored by the Bellagio and Fellowships team, as well as work closely with outside events consultants.

For any given event, the SPA’s tasks may include:

  • Develop overall event plan
  • Project management and timeline tracking
  • Oversee selection of and booking and participation of guests or speakers
  • Advise on content capture opportunities (interviews, filming, surveys etc.) and supervise production/film crews where necessary and appropriate
  • On site during events as required to manage event
  • Advise on potential vendors and expected project costs, and develop cost options scenarios if needed
  • Oversee the preparation of materials including liaising with vendors on all aspects of their production
  • Liaise with RF program staff, catering staff, IT, and other RF staff in order to ensure smooth communication and meeting preparation

Bellagio Center Operations

  • Support the Managing Director and Senior Advisor in ensuring a strong working relationship with the Bellagio Italy team
  • Maintain regular communications with the Bellagio Italy team to facilitate seamless event logistics and planning between NY and Italy
  • Focus on the Bellagio Italy team’s needs and concerns regarding events or regarding any logistical issues post selection for residents and conference organizers, and work with NY team to address them

Alumni Network Platform Administrator

As we roll out our alumni network during 2019, the SPA will have an important role in our alumni engagement strategy.  This will include:

  • Daily monitoring of platform including reviewing membership requests and responding to member queries and questions
  • Organize in-person and online alumni events such as surveys,  webinars or live events
  • Track alumni network metrics including analyzing the activity of our expert alumni communities of practice and work with Managing Director and Senior Advisor on strategies to increase impact
  • Collaborate with the communications team to distribute relevant RF materials to the Alumni Network

 Supervision Received

This position reports to the Senior Advisor, Bellagio and Fellowships

Supervision Exercised

N/A

 

Education, Experience and Skills

  • Undergraduate degree required
  • Relevant experience in events management and coordination, ideally with a focus on global affairs and international development
  • Demonstrated track record in building new work, strategies, or programs from early visioning to successful execution
  • Excellent understanding and skill in use of: MS Word, Excel, PowerPoint, and ability to learn new applications quickly
  • Some experience collaborating with contracted services
  • Effective written and oral communication skills across geographic, cultural and other differences
  • Experience setting priorities in dynamic environment
  • Experience communicating with senior staff to inform decision making
  • The position is based in New York. Some travel required

Qualifications and Competencies

  • Communication:  Strong interpersonal skills, including ability to communicate effectively with people individually and groups; good listening skills, writing and verbal skills, ability to manage events providing leadership to internal/external host, in-house support and vendors
  • Decision-Making: Analytical and strong problem-solving abilities, takes initiative, drives for results, ability to prioritize work, communicates problems and proposes solutions, as appropriate
  • Execution: Sense of urgency and responsibility, meets deadlines, ability to multi-task and work under pressure, detail oriented.  As part of the event coordinator role, ability to work overtime a must
  • Partnership and Relationship Building: Internal and/or external ambassador, intercultural appreciation, interpersonal abilities, adaptable and flexible
  • Strategic Ability: Anticipates future opportunities and consequences, demonstrates innovative approach to work, ability to organize chaos into coherent plan

Apply for this job

The Rockefeller Foundation is committed to the principles of equal employment opportunity and to compliance with all federal, state, and local laws concerning employment discrimination, including the Americans with Disabilities Act.  To this end, the Foundation ensures equal opportunity to all employees and applicants regardless of race, color, age, gender, sexual orientation, religion, marital status, national origin or ancestry, citizenship, lawful alien status, physical, mental, and medical disability, veteran status or liability for service in the United States Armed Forces.

The Rockefeller Foundation is an Equal Opportunity Employer

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