Meeting and Events Logistics Specialist (Office of Communications) (Administrative)

About Urban Institute:

At the Urban Institute, we believe in the power of evidence to improve lives and strengthen communities. As a nonprofit focusing on social and economic policy, our researchers and policy entrepreneurs open minds, shape decisions, and identify transformative solutions to the most pressing issues of our time.

Our Mission

To open minds, shape decisions, and offer solutions through economic and social policy research.

Our Values

Collaboration, Equity, Inclusivity, Independence, and Integrity

For more information on the Urban Institute, please visit https://www.urban.org.

The Opportunity:

Central to Urban's mission is fostering a truly inclusive community that ensures ongoing relevance to a changing world. The Office of Communications is currently seeking a high-energy, detail-oriented individual with proven experience in advance, logistics and event planning to join our Events Team. This individual will be dedicated primarily to the needs of an expanding program focused on shaping policies and practices and developing tools that advance economic and social mobility and will work closely with a new field-building collaborative on mobility. Over the course of this multi-year year effort, the collaborative's leadership board and staff will engage in working meetings, private convenings, and public events in Washington, DC and throughout the country. This position will report to the Director of Event Strategy and Programming and will also support planning and logistics for other Urban Institute events as assigned. Travel is required. 

What You'll Do:

• Manage and execute on all logistical details related to working meetings, private convenings, and public events for the collaborative
• Serve as part of the upward mobility staff teams by attending planning meetings and making recommendations for event-related work and ensuring that meeting and event details are aligned with strategic goals
• Provide virtual meeting and workshop support to the collaborative and upward mobility project staff
• Serve as member of the Urban events team, carrying out duties according to Urban's Events guidelines and best practices and supporting planning and logistics for other Urban-hosted events as assigned
• Coordinate meeting or event venue choices and manage all logistics details with chosen venue including contracts, billing, room set up, and AV
• Locate and arrange hotel accommodations, including tracking hotel room use for participants
• Coordinate catering and dining needs
• Coordinate ground transportation both to and from airports and to and from site visits and meeting venues
• Coordinate travel plans for meeting participants and reimbursement for travel-related expenses
• Coordinate production, shipping and handling for collateral materials needs such as agendas, name tags, table tents, supporting materials, and signage
• Coordinate support and schedules with outside facilitators and speakers as needed
• Manage meeting and event project budgets
• Support other communications and events activities as assigned

Who You Are:

The successful candidate will:

• Minimum 2-3 years' experience in advance, logistics, or event planning, preferably at a policy-related or political organization
• B.A. or B.S. in communications, public affairs, public policy, marketing, or related field (preferred)
• Proven track record in project management with ability to manage multiple projects at once while ensuring impeccable attention to detail
• Diplomatic personality able to manage relationships with all levels of staff, key external stakeholders, and vendors
• Demonstrated commitment to providing superior customer service to both internal customers and external audiences
• Experience in site selection, travel logistics, budget management, food and beverage selection, and onsite meeting management
• Some familiarity with economic and social mobility, poverty alleviation, or similar areas helpful
• Excellent verbal and written communication skills, including proof reading
• Ability to work independently as well as in a team
• Proficiency with all Microsoft Office software
• Experience with Zoom, Microsoft Teams, or another virtual meeting platform preferred
• Ability to work independently as well as in a team

What you'll experience:

No matter your role with Urban, you will contribute to meaningful work that makes a difference for people and communities across the country. And whether you call the Washington, DC area or elsewhere home, you can expect to be part of a welcoming and hybrid workplace. We are committed to cultivating a community and working in a manner defined by collaboration, equity, inclusivity, independence, and integrity.

Urban's greatest asset is our people.

Urban is committed to supporting our staff's physical, emotional, and financial well-being through a robust benefits package for yourself, eligible dependents, and domestic partners. It includes generous paid time off, including nine federal holidays, medical (including prescription), dental and vision insurance, and transit benefits. Urban is unique in that we offer 403(b) retirement plan participation immediately after you're hired and a generous employer contribution after five months of service and 1,000 hours, with immediate vesting. You'll also have access to a health advocate, personal finance coaching, an Employee Assistance Program, and educational assistance for undergraduate and graduate degree programs.

As a federal contractor, Urban will comply with Executive Order (EO) 14042 that requires federal contractors, subcontractors, and their respective employees to comply with Covid-19 vaccinations. All Urban Institute employees must be fully vaccinated against Covid-19 and comply with masking and distancing requirements, regardless of responsibilities or work location. New hires must also be fully vaccinated before starting work.  Employees may request exemption from vaccination against COVID-19 based on either a medical condition or a sincerely held religious belief that prevents them from being vaccinated.  Where such an exemption is approved, Urban will discuss with each employee potential accommodation.

The Urban Institute has formally recognized the Urban Institute Employees' Union, which is part of the Nonprofit Professional Employees Union (NPEU). Urban management and the Union work together in good faith and are motivated by a shared commitment to this institution. This position is included in the Union-represented collective bargaining unit, and specific employment terms and conditions are subject to collective bargaining negotiations.

The above statements are intended to describe the general nature and level of the work being performed by the people assigned. This posting is not an exhaustive list of all duties, responsibilities, and requirements. Urban management reserves the right to amend and change duties, responsibilities, and requirements to meet business and organizational needs as necessary.

The Urban Institute is an equal opportunity employer and is committed to a diverse and inclusive workplace. All qualified candidates will receive consideration without regard to race, color, religion, national origin, gender or gender identity, age, marital status, personal appearance, sexual orientation, veteran status, pregnancy or family responsibilities, matriculation, disability, political affiliation, or any other protected status under applicable law.

We are committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. If you have a physical and/or mental disability and are interested in applying for employment and need special accommodations to use our website to apply for a position, please contact Human Resources at humanresources@urban.org. Reasonable accommodation requests are considered on a case-by-case basis.