Type: Full-time; Exempt
I. Purpose of the Job:
Under the direction of the Manager of Public and Internal Events, plans and coordinates key components of MSF USA’s Public Events activities, which are designed to highlight MSF field activities, advocacy efforts, and the plight of the populations in danger to the general public, humanitarian, medical, and academic communities, and intended to support achievement of MSF-USA’s advocacy, recruitment, and fundraising objectives.
II. Essential Functions and Responsibilities:
Public and Internal Events Activities (80%)
- Participates in the creation of an annual Public Events plan that bears witness to MSF field activities and advocacy efforts, and that meets the needs, objectives, and policies of MSF. Implements designated portions of the Public Events plan.
- With Public and Internal Events team, conducts regular evaluations of Public Events goals and objectives, adjusting them to reflect current and relevant MSF activities or advocacy goals.
- Evaluates and reports on progress toward stated goals and objectives for assigned projects, guaranteeing the effectiveness of Public Events.
- Works with Manager of Public and Internal Events to propose, implement, and respond to requests for national speaking events according to the targets defined in each year’s annual plan, including liaising with event organizers and arranging logistics, assisting speakers with the preparation of presentations, promotion, and travel, with the following specific responsibilities:
Manages MSF-USA Speakers Bureau:
- Fields requests for MSF speakers from the general public, internal constituencies, and institutions, decides which invitations to accept (when appropriate in consultation with Manager of Public and Internal Events and MSF staff), and facilitates communication and logistics for those accepted.
- Serves as MSF-USA point person for staff, aid workers, and other potential MSF speakers, providing support for their public speaking needs. Maintains ongoing contact with MSF representatives to nurture and encourage their potential as MSF representatives.
- Responsible for creating and updating effective presentation materials for MSF Speakers Bureau: regularly updates and revises general Power Point presentation; provides individual assistance to MSF speakers in creating presentations tailored for specific audiences.
With support of other members of Communications Department supervises Webcasts and other online events, by identifying and coordinating panelists and moderator, facilitating information sharing, drafting content, creating outreach campaigns, and supervising day-of event activities.
In close coordination with the Manager of Public and Internal Events, plans and coordinates public events (panel discussions, conferences, film series, photo exhibits, etc.).
Manages advance and day-of-show logistics, staffing, and security, and outreach plan for MSF public events organized by the Public and Internal Events team.
Recruits volunteers and office staff to work public events, create event itineraries and staffing schedules, and train, brief, and supervise staff at public events.
Manages event registration process for public events, including registration pages, correspondence, metrics, and on-site registration and check-in process.
Provides Development Department with collaborative support for fundraising events, in particular identifying and recommending speakers for events. Identifies opportunities for fundraising during all aspects of Public Events and works on cross-promotion with the Development Department.
Collaborates with Manager of Public and Internal Events and Association Coordinator to increase Associative participation in MSF-USA domestic communications work.
Supports the Association team with the production of the annual General Assembly conference.
Heads data management and analysis for Public Events team. (Event invitation response rates, audience demographic analysis, and maintenance of databases.)
Manages events pages on the MSF-USA and Forced From Home website.
Assists Manager of Public and Internal Events in identifying potential MSFers for communications training.
Debriefs selected returning aid workers to stay abreast of MSF field activities, and to determine interest and ability for ongoing communications work.
Ensures timely production of publicity and presentation materials for events, producing an outreach plan and ensuring its execution by coordinating with marketing, social media, and digital advertisements in coordination with the Communications and Marketing team.
- Maintains contacts database of public events and relevant communications contacts.
- Attends regularly scheduled departmental meetings to share information, brainstorm solutions, and coordinate priorities.
- Attends regularly scheduled staff meetings and several annual office-wide debates to participate in information sharing across all departments, and stay informed on important MSF topics so as to be able to contribute to the organization’s ongoing development.
MSF International Coordination and Representation
- Follows the event and communications activities of other MSF sections with the goal of sharing ideas, best practices, materials and/or exhibits.
- May attend relevant MSF-wide Public Event meetings.
- May be called upon to assist with public events campaigns in the field.
III. Supervisory Responsibilities:
Manages one or more staff consisting of paid interns, volunteers, and/or Work-Study students. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training intern or volunteers; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
IV. Fiscal Responsibility
Manages and administers the approved Public Events budget for Speakers Bureau, conferences, MSF-sponsored medical events, special projects, and events as assigned. When securing vendors and services, continually seeks out appropriate cost savings. Identifies and recommends new vendors. Represents MSF with outside vendors, and manages those relationships.
IV. Extent of Public Contact
Regularly represents MSF to public event partners (academics, officials of medical and other professional associations, schools; event venues, conference coordinators). Within MSF-USA, interacts with office staff, Board of Directors, and aid workers to stay abreast of MSF issues and to identify participants in the Speakers Bureau.
V. Physical Demands
While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
To travel to the field (usually in the developing world), the employee must attest to physical fitness to endure physically difficult, high stress situations which may include the necessity to walk long distances, carry a backpack or other equipment of up to 50 pounds, to ride long distances over very poor road conditions, to eat a limited diet and/or to reside in potentially uncomfortable housing or tents.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
VI. Working Conditions, Travel and Environment
The duties of the job require regular attendance 5 days/week for a minimum of 35 hours. Must be available to work before 9:00 am, after 5:00 pm or on weekends, as required.
Must be able to travel as required for standard domestic and international business travel as well as to MSF field projects. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security and/or very basic living conditions and outside weather conditions.
Minimum 3-5 years experience in events planning – speaker identification and preparation, as well as logistics, publicity, and outreach, plus Bachelor's degree from four-year college or university; or equivalent combination of education and experience.
Strong interpersonal skills, with an ability to maintain close professional relationships over long periods.
Strong written and oral communications skills.
Strong computer literacy, including ability to use word-processing software, presentation programs, spreadsheets, database software, and to search the internet for research purposes. Basic HTML coding, and knowledge of email marketing software a plus.
Ability to write a range of correspondence from formal business letters to thank you notes.
Ability to handle a large volume of work under pressure and with deadlines.
Excellent time management and organizational skills.
Keen attention to detail with ability to track multiple projects at one time.
Ability to work with a minimum of supervision.
Excellent judgment and diplomacy.
Ability to effectively present information to varied audiences; and to coach others to do the same.
Knowledge of international humanitarian affairs.
How to Apply
To apply, send cover letter and resume to: email@example.com, Attn: Public and Internal Events Associate by March 3rd, 2017. Submissions without cover letter will not be reviewed.
Starting salary range: mid to high 50’s, commensurate with experience. Excellent benefits. Training opportunities and growth potential.
No calls, please. EOE.