Founded in 1987, Biodiversity Funders Group (BFG) is a professional association of environmental, conservation, and climate and energy grantmakers. Our vision is a just, healthy, and sustainable future for all life on Earth, supported by an effective philanthropic sector. To achieve that, we cultivate and support a community of biodiversity grantmakers to pursue complementary and collaborative strategies. A significant part of our annual programming includes in person multi-day meetings and other gatherings in locations around the US.
KEY RESPONSIBILITIES
The primary role of the Event Coordinator is to serve as the lead logistics staff for BFG’s in-person member events. Working closely with program staff, the Event Coordinator will organize all logistical arrangements for approximately 8 multi-day meetings per year, and more limited support for 2-3 additional gatherings per year. Depending on the event, they will report to a small team, with an overarching supervisor to assist with prioritization.
Proposed tasks:
Coordinate all onsite logistics for 8+ meetings per year
Set up and manage the event platform and support the speakers and moderators leading up to and during the meeting
Work with meeting broker to secure suitable location 12-24 months out
Serve as site logistics lead, working with hotel, A/V, and other onsite vendors
Provide logistical support for field trips and related offsite events, including securing transportation
Negotiate catering and other contracts related to meeting and related side events
Coordinate speaker travel and lodging, as needed, including tracking expenses and securing reimbursements.
Maintain, update, and distribute production sheet, including a detailed “run of show” and other planning tools, while driving the schedule and tracking to planning milestones.
Identify local vendors and event space rentals, as necessary
Coordinate with staff team on schedule, communications, registration, and A/V
Serve as onsite event coordinator, oversee staff team/contractors leading up to and during the meeting, troubleshoot any unexpected issues, and ensuring seamless event execution.
Manage event budgets – including expense tracking and staying within budget, handling contract payments, invoices, etc.
MINIMUM QUALIFICATIONS
At least two years of experience working in non-profit event production, specifically in planning multi-day conferences, ideally for the philanthropic sector
Well-developed understanding of current event production practices, as relates to conference planning, vendor management, site selection, and catering.
Demonstrated project management skills, with an ability to anticipate, prioritize, and manage multiple projects at one time
Ability to work independently with minimal supervision
Comfortable with “dotted-line” reporting and proven ability to work across multiple internal teams
Experience working with donors/foundations
Proficiency in Mailchimp, Canva, Zoom, and event-hosting platforms
Some experience working with databases (familiarity with Salesforce a plus)
Familiarity with communications strategy and basic design skills for digital communications
Strong interpersonal skills and ability to have multiple “balls in the air” while maintaining calm
Commitment to fostering equity and inclusion in all aspects of our work
Ability to travel as many as many as eight to ten times a year, for several days at a time, occasionally internationally.
Experience working for coalitions or membership organizations is desirable.
Bay Area, CA candidates are given preference.
The above statements are not intended to encompass all functions and qualifications of the position; 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.
COMPENSATION: This is a full-time position. BFG offers an excellent benefits package. Starting annual salary is $80,000.
HOW TO APPLY: Interested candidates should email, as a single PDF, a resume and a cover letter to jobs@biodiversityfunders.org. Please reference Event Coordinator in the subject line.
APPLICATION DEADLINE: Due Friday, January 17, 2025.
No phone inquiries or other attempts to reach individual BFG staff members, please. All complete applications will be acknowledged during the search process.
The Biodiversity Funders Group is an Equal Opportunity Employer and does not discriminate on the basis of gender, gender identity, sexual orientation, age, religion, race or disability. BFG’s commitment to diversity and inclusion is based upon our belief that the best organizations are composed of individuals who bring a variety of skills, perspectives, backgrounds, and resources to address complex and strategic challenges.
