Program Coordinator, Strategic Convening and External Relations

Description

Pillar : External Relations

Department: Strategic Convening

Pillar Summary :

External Relations is the gateway for connecting policy ideas with GMF's networks and target audiences, and a pipeline for generating transatlantic leaders. It raises the visibility of GMF experts and priority topics with national policymakers and local officials through public and private strategic convenings, sharing ideas and building strategies to strengthen democracy. The departments Strategic Convening, Government Relations, Leaderships, Cities, and Strategic Democracy Initiatives comprise this group. The group ensures all external engagement reflects and widely promotes GMF’s brand.

Department Summary :

GMF’s Strategic Convening team is responsible for the development and implementation of GMF’s overall convening strategy including its next flagship convening, priority GMF events, and the strategic coordination of GMF-wide convening activities. The Strategic Convening team is situated within the External Relations pillar in order to contribute to GMF’s broader engagement activities.

Position Summary:

Program Coordinator works closely with the Managing Director of Strategic Convening and the strategic convening team on all aspects of implementing GMF’s priority convenings and coordinating and supporting the implementation of convening activities across the organization, with a strong focus on logistics and operations. Program Coordinator also supports the Vice President of External Relations with regular administrative and outreach tasks. S/he has a good understanding of and experience in the transatlantic policy world.

Requirements

Convening and Event Management

• •Coordinate and support GMF's convening activities, including:
• •Planning and executing in-person, virtual, and hybrid events, including logistics, vendor management, AV, catering, accommodation, staffing, and run-of-show coordination.
• •Providing on-site and virtual event support.
• •Managing event invitations, registration, CRM, and email marketing systems.
• •Serving as the primary point of contact for event vendors and service providers.
• •Identifying, recruiting, and coordinating speakers for events.
• •Managing speaker travel, briefing materials, and logistical support.
• •Serving as platform administrator for virtual and hybrid events.
• •Tracking event budgets, processing invoices and reimbursements, and maintaining travel-related expenditures.
• •Conducting post-event evaluations.

Support for Priority Convenings

• •Support the implementation of GMF's major events and priority convenings by:
• •Managing relationships with venues, caterers, transportation providers, and other vendors.
• •Identifying new vendors and venues to support event growth and innovation.
• •Assisting with large-scale event production and execution.
• •Representing GMF professionally in interactions with speakers, partners, embassies, institutions, and vendors.
• •Traveling as needed to serve as GMF's on-site event representative and primary point of contact.

Team and Organizational Support

• •Support the Strategic Convening team and External Relations pillar by:
• •Updating and maintaining program documents, templates, and operational resources
• •Supporting the Vice President with briefings, presentations, outreach activities, scheduling, and administrative coordination
• •Collaborating across GMF offices and programs to advance organizational convening objectives.

Internal/External Contacts:

• •The position will work regularly with GMF departments and office representatives from across the organization to support their convening activities.
• •The position will interact with external speakers and audiences participating in GMF events and other GMF activities, including senior officials.

Autonomy and Responsibility :

While the position will work in close coordination with and supervision of the managing director, GMF expects the candidate to be able to work independently. Some international travel is expected in this position.?

Knowledge and Skills Needed:

• •Two to three years of experience in coordinating fast-paced projects including events
• •Can-do, proactive, and solutions-oriented attitude with a practical mindset
• •High level of maturity, professionalism, poise, and excellent judgment with a strong attention to detail
• •Ability to work independently and as part of a team while carrying out tasks with minimal supervision
• •Ability to multi-task and take instructions from multiple people
• •Excellent operational, logistical, organizational, and administrative skills
• •Excellent verbal, written, and interpersonal communication skills
• •Strong facility with MS Outlook, Excel, PowerPoint, Word, Zoom, Teams, CRM platforms, and AI tools
• •Familiarity with European Union institutions and NATO; and strong interest in US-European issues
• •Fluency in another European language, particularly German, is a strong asset

Education:

University degree in a relevant field i.e. international relations, politics, economics or equivalent. Master’s degree a plus.