Margaret A. Cargill Philanthropies
February 19, 2019
ABOUT US
Margaret A. Cargill Philanthropies (MACP) is looking for an Events Coordinator. Based in Eden Prairie, MN, the Philanthropies were established through the generosity of Margaret A. Cargill, a granddaughter of the co-founder of Cargill, Inc. MACP encompasses two grantmaking entities, Margaret A. Cargill Foundation and Anne Ray Foundation, whose collective assets place it among the 10 largest philanthropies in the United States. The organization’s grantmaking supports work in seven domains: Environment, Disaster Relief & Recovery, Arts & Cultures, Quality of Life, Animal Welfare, Teachers, and Legacy & Opportunity.
PURPOSE
This position will partner with Administrative Support team members and other MACP colleagues to provide support for planning and implementing internal and external events, including convenings, networking meetings, Board meetings and other Foundation-sponsored events.
The position requires continual attention to detail, understanding priorities, meeting deadlines, and the ability to juggle multiple competing tasks and demands. Work also requires flexibility, collaboration and coordination with other team members to accomplish overall goals.
This position reports to the Senior Human Resources Generalist and is a member of the Human Resources & Administration Team, which includes employees from Human Resources, Information Technology, Project Implementation and Office & Facilities. This position is also a member of the Administrative Support Team.
RESPONSIBILITIES
Event Coordination
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- Collaborate with Administrative Support team and other stakeholders to identify expectations and assistance needs for events.
- Provide event planning support, which includes identifying and coordinating vendors, presenters, food options, locations, travel arrangements and decorating ideas.
- Manage and maintain foundation-wide event calendar. Anticipate upcoming events and take a proactive role in advance planning.
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- Work with vendors and Office & Facilities to coordinate event logistics including menu, signage, room set-up, decorations, special requests, etc.
- Provide feedback and periodic reports to stakeholders keeping them apprised of progress, issues encountered and proposed solutions.
- Assist with execution of the event including room set up, material preparation, food support and tear down/clean up.
- Proactively handle issues and troubleshoot any emerging problems on the event day.
- Propose new ideas to improve the event planning and execution process.
- Conduct post-event evaluations in order to determine how future events could be improved. Coordinate the capture of event learning.
- Maintain records of event aspects including menu evaluation, cost information, vendor service level, presentation and guest feedback.
- Conduct site visits to evaluate possible meeting or event locations as needed. Research and prepare site cost comparisons and select locations and facilities, taking goals, objectives and budget of the event into account.
- Vendor Management
- Develop relationships with external vendors with a focus on establishing key partnerships.
- Negotiate contracts as necessary in collaboration with our Legal department.
- Provide constructive feedback to vendors to foster high quality service and greater efficiencies.
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- Review invoices for accuracy and appropriate charges, follow up on potential inaccuracies and submit for payment.
Overall Responsibilities
- Provide staff augmentation for the Administrative Support team during staff absence or heavy workload as directed.
- Assist with daily catering orders for internal meetings in collaboration with the Administrative Support team as needed.
- Work closely and effectively with direct manager to keep them informed of upcoming commitments and responsibilities, following up appropriately.
- Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
- Enhance organization and department effectiveness and efficiency through identifying and owning steps to improve processes.
- Participate collaboratively in teams and projects to develop, implement, and maintain organizational processes, tools, and documentation, as assigned.
EDUCATION, EXPERIENCE AND OTHER QUALIFICATIONS
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- High School degree or equivalent required; Associate’s or Bachelor’s degree preferred.
- 3+ years’ experience with different aspects of event planning including logistics, catering and visual presentation
- Prefer experience in the non-profit sector or familiarity with philanthropy.
- Strong working knowledge of PowerPoint, Word, Excel and Outlook; an openness to using new technologies; prefer experience with SharePoint and Concur.
- Excellent interpersonal skills and the ability to collaborate effectively and build relationships with a broad group of stakeholders, including colleagues, vendors, external partners and others.
- Organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Demonstrated positive and proactive approaches to problem-solving with strong decision-making capability.
- Adaptable to various competing demands and demonstrate a high level of customer service and response.
- Possess creative thinking with the ability to develop ideas into executable plans.
- Possess technical knowledge to set up presentations and operate Audio Visual systems.
- Excellent written and verbal communication skills.
- Interest in and ability to continuously improve processes.
- Ability to handle sensitive and confidential information with integrity.
- Highly resourceful team-player, with the ability to also be effective independently.
TRAVEL
Minimal, as required to support event coordination and other duties.
PHYSICAL DEMANDS
- Required to sit for extended periods of time.
- Moderate use of computer, keyboard and mouse.
- Able to lift, move and retrieve objects up to 30 pounds and bend, stoop, crouch, and reach to perform work functions.
- Able to move around the building.
The above statements are not intended to encompass all functions and qualifications of the position; rather, they are intended to provide a general framework of the requirements of the position. Job incumbents may be required to perform other functions not specifically addressed in this description.
Margaret A Cargill Philanthropies is an equal opportunity employer. Candidates of all backgrounds are encouraged to apply.
TO APPLY:
