Events and Operations Associate - J-PAL North America

J-PAL North America, an economics research center at MIT, is actively recruiting for an Events & Operations Associate. Working at J-PAL North America means being part of a vibrant, collaborative team of professionals who are committed to translating research into innovative policy solutions that are effective in reducing poverty. As a regional office of the Abdul Latif Jameel Poverty Action Lab (J-PAL), J-PAL North America is part of a network of hundreds of researchers at universities around the world, including some of the world’s leading economics researchers. J-PAL North America works closely with J-PAL’s global headquarters and six additional independent regional offices in Africa, Europe, Latin America, Middle East and North Africa, South Asia, and Southeast Asia to generate cutting-edge research, policy outreach, and training. This position is based on the MIT campus in Cambridge, Massachusetts and provides a hybrid work schedule with some days in the office and some days remote.

To learn more about our work and team culture, visit www.povertyactionlab.org/j-pal-north-america.

Opportunity overview

As a member of the J-PAL North America team, you’ll be part of a Nobel-prize winning scientific movement that can transform US policy making. The Events & Operations Associate reports to the Events Manager and works closely with J-PAL North America’s policy, research, and training staff to plan and execute a wide-variety of inclusive in-person, hybrid, and virtual events, meetings, and training programs aimed at promoting the production and use of rigorous evidence. They also coordinate internal events, such as staff meetings and retreats, and staff social events. In addition, the Events & Operations Associate works closely with the Director of Finance & Operations to coordinate and track fundraising activities and support the effective operations of J-PAL North America. For this position, we are looking for candidates with at least 2 years of event planning experience, excellent attention to detail, strong organizational, time-management, and oral and written communication skills. Experience in Salesforce, Asana, or other project management systems, is also preferred.

Key responsibilities

• Event Coordination & Planning:
  • Supports the planning and implementation of a broad range of inclusive external meetings and events, including large conferences and capacity building events involving high-level participants from government, private, non-profit, and academic sectors, as well as internal staff meetings, retreats, and social events.
  • Supports planning and management of a full-range of event logistics and operations, such as securing space, arranging for catering, managing AV, and more.
  • Collaborates with researchers, partner organizations, and other special guests on content development, establishes timelines, and ensures deadlines are met.
  • Assists with event website development and registration. Assists event participants with travel and visa requirements when needed.
  • Prepares name tags, event materials, and supports presentation needs.
  • Orders event supplies.
  • Maintains databases of attendees and prepares reports.
  • Assists with event budget planning, management, and reporting. Tracks and reconciles event budgets and secures approval for items outside of planned budgets.
  • Serves as a main technical and logistical resource for events, and as a primary point of contact for event speakers/participants.
  • Evaluates event staffing needs and guides day-of-event volunteers, staff, and vendors. Provides support with registration, note-taking, and other administrative duties at events and troubleshoots any emerging problems on the event day.
  • May occasionally need to travel and/or work early mornings, nights, or weekends to support events.
• Event Analysis & Reporting
  • Assists in the maintenance of organizational databases and systems for effective event planning, registration, budgeting, and reporting.
  • Conducts data entry and clean-up of contact and information management systems through the use of Salesforce and other platforms.
  • Creates new documentation of event policies, processes, and work flows as needed.
  • Evaluates events and suggests changes/improvements for future events based on feedback.
• Fundraising Coordination & Data Management
  • Regularly gathers information on fundraising activities from lead fundraisers across programs in order to maintain updated donor pipeline trackers with information on fundraising activity and progress towards fundraising goals.
  • Creates and updates donor contact records in Salesforce and other databases.
  • Prepares fundraising reports.
  • Supports fundraising efforts through coordination with J-PAL NA staff, prospective donors and program officers, the School of Humanities, Arts and Social Sciences, and MIT’s Central Development’s office as needed.
• Office Management
  • Supports operational activities for J-PAL North America, including any combination of administration, finance, information technology (IT), HR, compliance, communications and outreach, or other functions.
  • Manages day-to-day office operations, including office purchasing, mail, calendars, and facilities management.
  • Assists with planning and coordinating Finance & Operations team activities.
  • Supports the development and management of knowledge resources, including maintaining systems to keep information organized and maintaining and updating policy and procedure documents.
  • Serves as J-PAL North America’s emergency officer, including maintaining an emergency plan for the office and training staff annually.
  • Performs other duties as assigned.

Compensation & Benefits

This full-time, exempt position is classified by MIT as an Events Planner 1, SRS role. Please find the current pay range for this position with the job posting on MIT's career website. This is a fixed market-based salary range and the starting salary MIT offers any candidate will be based on their experience relative to others in similar roles at MIT.

J-PAL North America staff are MIT employees, which means they are eligible for a wide array of institutional benefits. Some of these MIT benefits include comprehensive health insurance, a 401(k) match up to 5% of salary plus a pension-based retirement plan, tuition assistance up to $5,250 per calendar year, commuter benefits, access to MyLifeServices, a generous vacation policy (3 weeks of paid vacation in your first year, and 4 weeks every year after that, plus an additional 12+ paid Institute-wide holidays per year and an end of year break), paid leave for sick time, maternity and parental leave, back-up child care benefits and much more.

Professional development opportunities

J-PAL North America supports a culture of learning, with opportunities to attend weekly seminars, engage in small-group discussions with other J-PAL staff, participate in workshops, or take classes for credit at MIT or elsewhere with our generous tuition assistance program.

Qualifications

• Education: This position requires a Bachelor’s degree or equivalent.
• Experience: At least 2 years of event planning or program/project management experience required. Experience with planning and executing a mix of in-person, fully virtual and/or hybrid events is preferred. Experience with fundraising is helpful but not required.
• Technical Skills: Actively demonstrates the skills necessary to successfully execute tasks to which they are assigned, including the ability to create and manage event plans and budgets. Ability to use Microsoft office and/or Google applications. Knowledge of Salesforce and Asana (or other project management systems) is helpful. Experience using social media for events is a plus.
• Ownership of Work: Takes responsibility/is accountable for effectively completing assigned tasks or projects with high attention to detail. Produces high quality work in the time expected; identifies and follows up with manager and other stakeholders as needed to ensure assignments are completed on time. Takes initiative and offers ideas for new ways to approach work.
• Written Communication: Accurately and succinctly communicates in writing, including the ability to draft grammatically correct, cohesive emails, memos and reports, and prepare content for slides and promotional materials.
• Oral Communication: Demonstrates strong active listening skills and accurately and succinctly communicates information orally to staff and other key stakeholders.
• Task & Project Management: Takes on process-oriented tasks, plans and organizes work, coordinates with others, establishes appropriate priorities and timelines, exercises follow through, and adds overall value to the process.
• Problem Solving/Decision Making: Demonstrates adeptness at analyzing facts, judgment, and strong decision-making ability. Responds to problems, issues, and opportunities that are identified by supervisors. Collaborates to identify a solution or response.
• Commitment to Mission & Values: Demonstrates a commitment to J-PAL North America’s mission and values.
• Travel: Willingness and ability to travel as needed locally and in the US (usually minimal) to attend events or participate in meetings.

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