Administrative Assistant & Events Coordinator

POSTED Mar 13 2017

Institute for Policy Studies
Boston, MA
Full Time

Administrative Assistant and Events Coordinator

Reports to: Program Director of the IPS Program on Inequality and the Common Good

FTE: Two-Year Mutual Commitment (with possibility of extension contingent on funding)

About the Institute for Policy Studies (IPS) IPS is a progressive internationalist think tank dedicated to building a more equitable, ecologically sustainable, and peaceful society. In partnership with dynamic social movements, we work to turn transformative policy ideas into action. As Washington's first progressive multi-issue think tank, IPS has served as a policy and research resource for visionary social justice movements for over five decades — from the anti-war and civil rights movements in the 1960s through the environmental, women's, anti-corporate and other movements to the anti-war and global justice movements of the 21st century.

The New England office of IPS, located in Boston, hosts the Institute's Program on Inequality and the Common Good, an initiative that focuses on the dangers growing economic inequality poses for our democracy, economy, and civic life. The Program maintains a robust online presence centered around the inequality.org website and a weekly email newsletter, develops educational tools for strategic social justice constituencies, and supports short- and long-term public policy campaigns aimed at reducing inequality.

Position

IPS-New England seeks to hire a high-energy, entrepreneurial and detail-oriented individual for the position of Administrative Assistant & Events Coordinator. This is an entry-level, salaried position with full benefits. This person will work out of the Boston office in Jamaica Plain and report to the Program Director of IPS's Program on Inequality and the Common Good.

Responsibilities

Event Coordination

  • Produce Programmatic and Donor Events. Play a significant role in the planning and execution of events of varying sizes for the Inequality Program including book promotion and speaking events for inequality program staff.
  • Coordinate the JP Forum. Plan, promote, and produce all events for the Jamaica Plain Forum (once per month), a public speaker series, in consultation with the Director. Liaise with speakers, secure co-sponsors, develop outreach materials and social media announcements, ensure good turnout at events, coordinate volunteers, and conduct appropriate follow-up.

Administrative and Fundraising Support

  • Assist with Fundraising Efforts. Track incoming donations, enter data into database, and generate timely thank-you notes and other correspondence. Assist with prospect research, generate donor reports, and assist with other fundraising activities as needed/requested.
  • Oversee Database. Use Luminate CRM database to manage contact relationships, create and send e-mail marketing communications, and track fundraising data. Develop training for Boston staff; serve as the Boston Office's "go-to" person for database technical assistance; make recommendations regarding database improvements/changes.
  • Support the Administrative Needs of IPS-NE Staff. Provide administrative support, as needed, to five other staff members at IPS-NE.
  • Manage Operations of IPS-NE Office. Oversee operational needs of the IPS-NE Office, including ordering supplies, managing and trouble-shooting technology (computers, printer, phone system, etc.), coordinating the office calendar, and maintaining a welcoming office environment.
  • Liaise with IPS-DC Office. Create bi-weekly paperwork shipments including checks for deposit, payment & reimbursement requests, and other. Coordinate with DC to ensure smooth inter-office operations.
  • Coordinate Inequality Program Interns and Volunteers. Oversee recruitment and hiring of seasonal interns and volunteers for all projects.

Qualifications

Required

  • Outstanding interpersonal and communications skills, both written and verbal, and a high comfort level representing the organization at meetings and public events.
  • Ability to work individually and as part of a team in a fast-paced work environment
  • Two years experience working in social change organization or nonprofit sector organization
  • Self-motivated and resourceful. Demonstrated ability to problem solve and "think on your feet" in tricky situations
  • Demonstrated capacity to inspire and support others
  • Strong collaborator with an ability to adapt quickly to changing situations
  • Experience improving systems and processes to make them more efficient and effective
  • Positive attitude and a good sense of humor, along with a commitment to excellence
  • Commitment to the IPS mission and vision
  • Commitment to the IPS working agreements for all staff, including a culture of strong interpersonal communication, feedback, integrity, inclusiveness, and anti-oppression principles.

Preferred, but not required

  • Experience working in Salesforce, Luminate, and/or another donor database
  • Experience working in a virtual environment, collaborating with team members in different physical locations

How to Apply

Please send a cover letter, resume, and three references in a single PDF File to "Search Coordinator" to bostonjobs@ips-dc.org by March 24, 2017. Qualified candidates will be contacted for an interview.

IPS is strengthened by the diversity of our staff and board, and we actively welcome applications from people of color, women, LGBTQIA candidates, and candidates who hold other historically marginalized identities. To help us ensure our candidate pool reflects the broader world, we ask that you complete a voluntary demographic survey here: http://bit.ly/BostonAdminDemo