The Institute for the Study of War (ISW) promotes an understanding of military affairs by providing data and critical analysis to American political and military leaders, journalists, and the public. ISW seeks to educate civilians about war and conflict, thus bridging the gaps between military and civilian decision-makers. ISW aims to improve how the United States formulates and executes its national security policy. ISW is vigilant at monitoring crises around the world and has a track record of accurately forecasting potential and actual conflicts.

 

The Events Coordinator is responsible for the planning and execution of high-stakes meetings, events, workshops, and conferences in support of ISW’s research. The Events Coordinator has an eye for identifying and meeting challenges before they arise and the flexibility to tackle the unexpected with a “can-do” attitude. The position requires a deeply ingrained customer service centric approach and a passion to create a meaningful event experience that advances ISW’s mission and vision. The coordinator is responsible for developing ISW’s events systems and processes and should be a self-starter capable of building structure from the ground up.

 

The Events Coordinator reports to ISW’s Program Manager and collaborates with ISW’s other departments to plan and execute events for the organization.

 

Responsibilities:

  • Plan and produce a wide array of in-person and virtual events in DC and offsite including internationally. Events may include meetings, working groups, briefings, salons, ISW’s annual President’s Circle Benefit Dinner, educational seminars, and conferences.
  • Develop, implement, and document an event management process for the life cycle of ISW’s events. This includes but is not limited to the following:
    • o Create an event data management and marketing system in collaboration with ISW’s Business Development Associate;
    • o Standardize event procedures for each event type in collaboration with ISW’s Program Manager that details roles, responsibilities, and process for communications, marketing, coordination, materials, budgets, and vendors;
    • o Develop templates, knowledge management materials, and other organizational structure required to execute events flawlessly;
    • Manage all logistics from event inception to conclusion, which includes distilling abstract event visions into executable organizational plans, timelines and budgets, facilitating day-of logistics, and post-event follow up;
    • Proactively communicate and coordinate with other ISW stakeholders to ensure all are prepared for the event and understand its purpose and flow;
    • Proactively coordinate with the ISW Chief of Staff, Program Manager, and other ISW stakeholders to ensure that event logistics support the event’s programmatic, development, and external relations goals;
    • Proactively manage the logistics of VIP event guests, speakers, and invited members of the press;
    • Manage invite lists, RSVPs, lodging, transportation, catering, metrics, and other event data;
    • Draft and disseminate event-related communications to attendees and speakers, which includes invitations, reminders, logistics emails, and post-event follow-up; and draft event-related communications for media or social media when appropriate;
    • Research, negotiate, contract, and coordinate with venues, caterers, hotels, external event planners, photographers, and other vendors as necessary;
    • Provide additional operational support for events, which may include basic audio/visual support, online platform or webcasting preparation, placing collateral at the venue, and creating and assembling event-related materials;
    • Select and draft event collateral in conjunction with other ISW stakeholders, secure bids to produce or print it, ensure it is available at the venue, and remove it after the event;
    • Develop supporting roles for ISW staff for major events in conjunction with the Chief of Staff and Program Manager who will assign them;
    • Maintain a searchable archive of ISW’s event photos; event transcripts of on the record events; draft content on events for ISW marketing materials such as Impact Highlights or annual report; and maintain the events section of ISW’s website.

 

The ideal candidate will have:

    • A Bachelor’s degree and 2 years professional experience in an events-focused role are required;
    • Excellent interpersonal skills with the innate ability to create a positive and seamless event experience for key stakeholders in the ISW community;
    • Ability to work under tight time constraints, multi-task, meet deadlines, calmly problem-solve challenges, and effectively collaborate as a team player;
    • Meticulous organizational skills and attention to detail. Successful candidates should be as comfortable tracking RSVPs as they are untangling abstract ideas into concrete executable tasks;
    • Experience with Salesforce or similar database, and email marketing systems such as Constant Contact;
    • Proficiency in Microsoft Office is required, advanced proficiency in Microsoft Excel is preferred;
    • Proficiency in using at least one virtual event platforms is required, such as Zoom, Microsoft Teams, and/or Cisco WebEx;
    • Willingness to seek creative approaches within routine daily operations and challenges alike;
    • Excellent written communication skills, with an understanding of grammar, spelling, and professional tone;
    • Demonstrated ability to exercise discretion;
    • An interest in national security and a desire to advance ISW’s mission and research through events.

Applications will be considered on a rolling basis. Compensation will be commensurate with work experience. To apply, please submit a letter of interest and resume.