Application deadline: February 12th, 2023, at the end of the day in US/Eastern (EST).
About the Position
The Events and Office Coordinator role at Rethink Priorities is a 90% event coordination and 10% office management position. The position reports to the Operations and Finance Manager.
The Coordinator will be the primary event planner for RP, working on running 5-7 team retreats, 1 all-staff retreat, and up to 10 additional events each year. The typical event that the coordinator will work is a retreat for a team of researchers, enabling them to focus on solving key problems in their work. The events will range from 5 to 100 people. Event planning responsibilities include: researching and booking venues, securing supplies for events, booking lodging and coordinating travel for attendees, and often traveling to the events to ensure the operations run smoothly (and other tasks that may be required to organize an event).
The Coordinator will also serve as office manager for the Rethink Priorities office in Philadelphia, Pennsylvania. This aspect of the role will primarily entail keeping the office stocked with supplies, coordinating visits by guests, ensuring it is prepped for events, managing the mail, and coordinating with vendors. On average, the role will be in office around 1 day a week, though there isn’t a strict schedule that the role is expected to follow (except as needed for events).
This role is primarily remote, with in-office work occasionally required in the Fishtown neighborhood of Philadelphia, Pennsylvania, and is open to candidates located in the Philadelphia area, or who are willing to relocate. You may be expected to attend meetings during working hours between UTC-8 and UTC+3 time zones, where most of our staff are based. This role is open to full-time candidates.
Key Responsibilities
- Coordinating staff retreats and other events from start to finish, primarily by:
- Booking meeting spaces
- Coordinating meals
- Researching and securing lodging for attendees
- Coordinating travel
- Assist with events project management
- Streamlining communication between the planning committee and attendees
- Providing in-person support; traveling to larger events to ensure that they run smoothly
- Managing event budgets
- Taking the lead on in-person initiatives for Rethink Priorities, including through the creation of new events for staff
- Managing the RP Philadelphia Office, primarily by:
- Keeping supplies stocked
- Coordinating in-office coworking days
- Coordinating with vendors
- Managing access to the space for staff and visitors
- Checking and distributing mail
- Prepping the space for events
- Processing event requests
- Managing the office calendar
What we are looking for
Skills and Competencies
- Strong attention to detail
- Strong project management skills
- Critical thinking and problem solving
- Interest in providing a high-quality experience for event attendees
- Ability to write clear and concise communications with event attendees
Knowledge and Experience
- 2+ years of organizing in-person events with many moving parts (i.e. vendor coordination, attendee communication, etc.)
Location and Travel Requirements
- Residing or willing to relocate to Philadelphia, PA USA
- Ability to travel both in the US and internationally up to 10 weeks per year
What we offer
Compensation
- Annual salary between the following ranges for a full-time position, prorated for part-time work:
- $80,000 - $81,000 USD pre-tax
- The exact salary will be based on the candidate’s prior relevant experience and corresponding title level, and calculated using RP’s salary algorithm. RP does not negotiate salaries to ensure fairness.
Other Benefits
- Opportunity to contribute to a fast-growing, high-impact organization — our research is used by key decision makers who influence the distribution of hundreds of millions of charitable dollars
- Flexible work hours
- Comprehensive global benefits package
- Generous paid time off leave, including, but not limited to:
- Unlimited vacation with a minimum of 30 days off per year (including public local holidays, vacation time, and “mandated” 3-weeks total mid- and end-year organization-wide breaks)
- Unlimited (within reason) personal and sick leave
- Parental leave - up to 6 months of parental leave during the first 2 years after a child’s birth or adoption for parents of all genders
- For more details about our benefits, please see:
- A caring team that values respectful work relations and a healthy work-life balance
- Opportunities to grow/advance your career and engage in professional development
- Low administrative bureaucracy
- We don’t provide snacks but we could mail you a box of Oreos if you want!
- Extension requests: We will try to accommodate extension requests that are made before the deadline and are up to three (3) days. We generally cannot accommodate extension requests made on or after the application deadline, or are longer than 3 days, and cannot accept late submissions to ensure fairness to other applicants.
- Language: Please submit all of your application materials in English and note that we require professional level English proficiency.
- Travel: This role requires travel both in the US and internationally up to 10 weeks a year, primarily to attend the events that the staff member is coordinating.
- Accessibility: We’re committed to running an inclusive and accessible application process. We warmly invite you to reach out to [email protected] with any questions or accessibility requests such as chat box use during interviews.
- Inclusivity and fairness: RP is committed to building an inclusive, equitable, and supportive community for you to thrive and do your best work. We’re committed to finding the best people for our team, so please don’t hesitate to apply for a role regardless of your age, gender identity/expression, political identity, personal preferences, physical abilities, veteran status, neurodiversity or any other background. We provide reasonable accommodations and benefits, including for example, flexible work schedules and locations, mental health coverage in medical benefits (as available), as well as technology budgets and professional development time that can be used, for example, to purchase assistive technology or engage in job coaching.
- Other: Visit our Career Opportunities webpage if you’d like to know more about our hiring process, culture, and what working at RP is like.
About Rethink Priorities
Founded in 2018, Rethink Priorities (RP) is a nonprofit organization that addresses global priorities—important and neglected issues—by researching solutions and strategies, and mobilizing resources, and empowering our team and others. RP’s mission is to generate the most significant possible impact for others in the present and the long-term future.
Our cause areas include animal welfare, artificial intelligence, climate change, global health and development, and other work to safeguard a flourishing long-term future. RP also aims to understand and support those working on these issues.
Rethink Priorities works as all of the following:
- A consultancy doing commissioned work in response to demands from organizations aligned with effective altruism (EA).
- A research institute driven by research agendas we set according to our own priorities.
- A think tank aiming to inform public policy to improve the world.
- An accelerator, incubator, and base for priority projects.
Some of our recent accomplishments include:
We welcome you to review our database of published work here.
We’re supported by Open Philanthropy, Effective Altruism Funds, the Survival and Flourishing Fund, and additional institutional and individual donors.
How to apply
To apply for the Events and Office Coordinator position in our Core Operations department, please respond to the prompts in the application form and submit your CV. We ask that you spend no more than one hour preparing your responses.
Application deadline: February 12th, 2023, at the end of day in US/Eastern (EST).
Note before applying: We invite anyone who is interested to apply, and will assess applications primarily based on anonymized prompt answers so please ensure they represent your fit for the position well. We will advance candidates to the next stages based on their quality of responses during our hiring process, putting only minimal weight on CVs and references. Please do not include a cover letter, photograph, or headshot of yourself, or any personal information that is not relevant to the role for which you’re applying (including marital status, age, identity traits, etc.). Additionally, please do not ask our staff members involved in the hiring process to meet with you – to ensure fairness, we try to minimize these interactions, and requests for meetings with the hiring committee members during the process will be declined.
Contact: Please email [email protected] if you have any questions.
