Event Coordinator

Position Title: Event Coordinator

Position Location: This is designated as a Remote/Hybrid position based in DC. This position may be asked to work from the Popular Democracy office in DC one or two days a week if necessary.

Popular Democracy is seeking an Event Coordinator to join the Fightback Department. This is a full-time, non-exempt position.

About Popular Democracy:

Popular Democracy works to promote equity, opportunity, and a dynamic democracy in partnership with innovative base-building organizations, organizing networks and alliances, and progressive unions across the country. We work with 50 affiliates in 34 states and DC to build the strength and capacity of democratic organizations that envision and advance a pro-worker, pro-immigrant, racial and economic justice agenda. We are a rapidly-expanding, changing organization that partners with organizations across the country to build political power and win tangible victories that improve the lives of low-wage workers, immigrants, and communities of color.

About the Position:

We are seeking an Event Coordinator that will manage the planning and execution of a variety of events and actions for the Popular Democracy network. This position will collaborate closely with teams across Popular Democracy, including the Fightback, Organizing, and Communications + Narrative teams, to ensure events align with goals and run smoothly. The Event Coordinator will manage timelines, coordinate travel and accommodations, and support event design, and will be deployed to the field to directly support these events.

It is expected that the Event Coordinator will travel and attend in-person trainings, meetings, and actions with Popular Democracy affiliates and partners approximately twice a month. This position will be required to be in DC, on Capitol Hill roughly one day per week.

We estimate that candidates will have about 6 years of relevant experience, but our review of candidates for this role will focus on whether they can fill the needs of the position, not years of experience.

The Event Coordinator will report to the Director of Fightback.

Primary Responsibilities:

Under the direction of a supervisor, the Event Coordinator will:

• Manage systems and processes in planning direct engagement strategies in order to use crises and opportunities of the moment to vastly expand the network's base, develop leaders, move those people into action, and change the narrative in the process.
• Lead and support on event logistics, including, but not limited to, booking hotels and flights, securing permits, coordinating food vouchers, planning other forms of transportation, and other event needs.
• Schedule and coordinate trainings.
• Schedule and facilitate planning meetings, including necessary internal and external stakeholders.
• Collaborate with internal teams to ensure events align with strategic goals.
• Liaise with external vendors and partners, including managing the invoicing and contracting process in Concur and other Popular Democracy systems.
• Assist staff with Concur action related expense and budgeting.
• Serve as day-of point of contact for staff, affiliates, and attendees at actions/events, including troubleshooting and probleming-solve in real time to respond to unexpected needs.
• Maintain organized records and systems for event planning and archiving for future use.
• Manage and/or support post-event follow-up, including evaluations, debriefs, and documentation for learning and improvement.
• As assigned by supervisor, assist in the coordination of work both within the Fightback team and across departments.
• Contribute to the development of event materials.
• Support and maintain positive relationships with affiliate organizations and partners, encouraging participation and support for Popular Democracy campaigns with guidance and support from supervisor.
• Assist in strategizing effective and creative engagement tactics on key issues.
• Support fundraising on specific tasks including research, writing, and gathering materials to report on deliverables.
• Other related duties as needed and assigned.

The Ideal Candidate Will Have:

• Experience in grassroots organizing and event planning;
• Experience in carrying out administrative tasks including but not limited to scheduling, contracts, invoices, etc.
• Ability to learn new systems and software;
• A demonstrated ability to apply sound judgment in executing responsibilities;
• Experience working across departments or teams within an organization;
• The ability to adapt quickly to changes and troubleshoot when necessary to accomplish goals;
• Ability to manage multiple projects and deadlines;
• Ability to effectively communicate with internal and external stakeholders both verbally and in writing;
• A demonstrated commitment to social, racial, and economic justice and a deep understanding of challenges facing low-wage workers, immigrant communities, communities of color, disabled people, LGBTQ+ folks, and people at the intersections of the above communities.

Hiring Process:

Candidates should expect to participate in two rounds of group interviews and a job simulation exercise. Final candidates will be asked to provide references.