Coordinator, Strategic Convening

Position description

Department: Strategic Convening
Job Type: Full-time

This is an 8-month contract position in Brussels from January-August, 2025.

Job Summary:

The Coordinator works closely with the Managing Director of Strategic Convening and the strategic convening team on all aspects of implementing GMF’s major conference and coordinating and supporting the implementation of convening activities across the organization, with a strong focus on logistics and operations. S/he has a good understanding of and experience in the transatlantic policy world.

Essential Duties/Responsibilities:

Managing the day-to-day administration and coordination of GMF convening activities, including:

• preparing and coordinating organizational-wide events and overseeing operations of the events (including staffing, catering, accommodation, vendors, run of show, etc.);
• providing on-site and virtual logistical support for events;
• drafting and sending event invitations;
• serving as main point of contact with event vendors;
• identifying and pursuing speakers for events;
• ensuring communication and cooperation between the Strategic Convening team in Brussels and other offices, workstreams, and hubs;
• liaising with other organizations for cooperation on events and projects.

Assist in implementation of GMF’s flagship event Brussels Forum and other major events, including:

• identifying and pursuing new speakers for Brussels Forum/outreach to potential speakers for the event;
• managing key vendor relationships including catering, transportation, and other conference venues;
• managing Brussels Forum volunteers;
• negotiating contracts with vendors;
• creating briefing materials for speakers and moderators;
• providing logistical support to GMF staff and BF speakers, including sharing BF briefing materials;
• conducting post-event feedback and reports;
• helping to represent the Strategic Convening Team in an effective, professional way both internally with other GMF offices and programs as well as to the outside; community such as embassies, institutions, and vendors.

Knowledge and Skills Needed:

• Two years of experience in coordinating fast-paced projects;
• Can-do, proactive attitude with a high level of maturity, professionalism, poise, and excellent judgment;
• Strong attention to detail in completing assigned tasks;
• Ability to foresee, identify, and resolve problems in a timely manner;
• Ability to work independently and as part of a team while carrying out tasks with minimal supervision, and able to accept direction on given assignments;
• Ability to multi-task and to take instructions from multiple people;
• Strong facility with MS Outlook, Excel, PowerPoint and Word;
• Ability to manage external relationships and stakeholders;
• Excellent operational and logistical management skills;
• Excellent verbal and written communication skills; exceptional interpersonal communication skills;
• Excellent organizational and administrative skills;
• Familiarity with European Union institutions and NATO; and strong interest in U.S.- European issues;
• Fluency in another European language (particularly French).

Education:

• University degree in a relevant field i.e. international relations, politics, economics or equivalent. Master’s degree a plus.

Salary: €45,992 – €57,490

We highly encourage individuals from underrepresented backgrounds to apply. Historically, underrepresented groups include (but are not limited to) Black, Latinx/o/a/e, Indigenous, Asian, Arab, Middle Eastern, Pacific Islander, biracial, multiracial, female-identifying, the disability community, LGBTQIA+, and other marginalized identities.

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At GMF we are dedicated to building a diverse and authentic workplace, so if you are excited about this role, but your experience does not align perfectly, we encourage you to apply. You may just be the right candidate for this or other roles at GMF.

Application instructions

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