The Annie E. Casey Foundation is dedicated to building a brighter future for millions of children by improving educational, economic, social and health outcomes. The Foundation’s work focuses on strengthening families, building stronger communities and ensuring access to opportunity because children need all three to succeed. Casey advances research and solutions to overcome barriers to success, help communities demonstrate what works and influence decision makers to invest in strategies based on solid evidence.
At Casey, you will find a dynamic environment with staff of diverse backgrounds and perspectives who share a deep commitment to advancing the Foundation’s mission. Casey staff also have flexible schedules, including a hybrid workweek, to support a healthy work/life balance.
The Foundation is seeking a detail-oriented individual to support the meeting and event planning team and to serve as a liaison between Casey’s Facilities and Operations team and other Foundation units. As a meeting and event specialist, you will:
Incorporate diversity, equity and inclusion (DEI) strategies in all aspects of meeting planning to create a physically and psychologically safe meeting environment for all attendees to engage fully and work with vendors and venues that demonstrate an active commitment to DEI
Coordinate with units, management and team members to determine meeting and event needs; propose ideas to improve services and event quality; schedule, coordinate and lead event-planning meetings; attend site visits as required
Communicate effectively with meeting and event hosts and staff; track, document and provide updates as needed; respond to inquiries or requests from participants, partners, hosts or staff; provide feedback and periodic reports to stakeholders; ease the burden on the meeting host by managing details and presenting them in a clear and concise manner
Follow the Foundation’s contracting procedures and manage all contracted details, such as room blocks, catering, room set up, audiovisual needs, entertainment, transportation, etc.
Collaborate with colleagues to determine technical requirements for each meeting or event, providing the host with an understanding of requirements, resources and best practices needed to create virtual and hybrid meetings and events
Manage preparation, develop contingency plans, run technical rehearsals, create and execute day-of technical run of show and produce meetings on various platforms, including learning new platforms and tools to lead and train design team members, speakers and attendees on their use
Learn to operate and troubleshoot all on-site meeting hardware to advise the meeting host on best use as well as on any limitations; operate equipment during meetings
Develop and maintain meeting and event budget; complete billing or credit applications; process deposits and invoices and reconcile final expenses; provide periodic budget projections to the host
Using our event marketing and management software, manage invitations and invitation lists; create, test and send participant registration and meeting and event materials; monitor responses and assist participants with registrations; provide reporting to the meeting host
For meetings in our facilities, communicate all meeting details to the hospitality team, including diagrams, catering orders and security needs; manage internal reservations in the Foundation’s online meeting reservation system; coordinate, arrange and test hardware needs with Business Technology; document all changes in the appropriate system
Oversee meeting and event checklist and timeline to ensure that all requirements and deadlines are met, including meeting and event production and coordination, registration, communications, venue requirements, platform training and reporting
Establish strong relationships with hotel or venue partners; provide timely updates to room lists, catering, etc.
Coordinate travel needs with the Foundation’s travel agency
Ensure compliance with insurance, legal, health and safety requirements
Maintain and update all meeting and event documentation in shared Box files, following established procedures so another planner could step in and manage in the event of an emergency
Provide on-site logistical support; proactively address potential issues and troubleshoot day-of emerging problems; communicate with host, speakers, guests or staff as required; coordinate staff and/or volunteers for on-site activities such as registration, vendor management, staff communication
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Qualified candidates will have the following:
• A bachelor’s degree or equivalent combination of education and experience, with at least five years of experience in meeting and event planning
• Experience with Zoom, Cisco WebEx and other web conferencing services required, including knowledge of meeting production workflows, break-out rooms and participant management
• Experience managing in-person, hybrid and virtual event production required.
• Ability to work in a fast-paced environment, establish priorities, identify resources, manage multiple demands, meet deadlines and remain calm under pressure
• Must be detail-oriented with exceptional organizational skills
Our efforts to build a brighter future for children, families and communities are led by a dedicated team of research leaders, experienced practitioners, community organizers and policy experts. Together, and with our grantees and partners, we are spreading innovative solutions within the field of philanthropy and the communities in which we work.
We offer fulfilling careers in grant making, public-sector innovation, leadership development and administrative support. Diversity is a critical source of strength for us. Different racial backgrounds, ethnicities, genders, ages and points of view contribute to our effectiveness as an organization. That’s why we actively maintain a diverse staff at all levels.