Request for Proposals: Virtual Event/Meeting Coordinator (Contract)

About InterAction:

InterAction is the largest U.S. based coalition of international nongovernmental organizations (NGOs) with members working around the world in low- and middle-income countries, fragile and post-conflict states, and emerging/growth economies. Using its collective voice and convening power, InterAction seeks to shape important policy decisions and actions across a wide range of issues – including foreign assistance, humanitarian relief, development, economic equity, food security, and climate change – that advance human dignity, human potential, and self-determination.

Description:

This is a contracted position, up to 40 hours per week, and paid on a per hour basis. The contract will run from date of hire through Friday, April 2, 2020.

The position will support the Membership and Public Engagement team of professional, dedicated employees managing InterAction’s virtual annual conference and event marketing efforts. This position must utilize skills including team-based interaction, project management, goal setting and administrative support. The Event/Meeting Coordinator must have the ability to demonstrate active listening and organizational skills. This is a diverse role that includes a mix of administrative tasks, project coordination and creative work.

Essential Functions:

· Registration process including registration system design/setup, event information inquiries, data entry, refunds, and cancellations, pulling attendee lists and other reports, confirmation letters and invoices, registration tracking, and virtual management support.

· Assist with meeting logistics, including speaker confirmations, meeting specifications, supplies, shipments, and other items as needed.

· Coordinate sponsorship fulfillment and relationship management (invoicing, benefits and recognition).

· Assist with project management, including promotion and marketing.

Competencies:

· Experience with large virtual event management.

· Enthusiastic, quick learner, motivated, collaborative work style, diplomatic skills in a fast-paced environment

· Outstanding internal and external communications, natural ability to relate well to people from diverse backgrounds, mission groups, interest areas, political persuasions, and ethnicities

· Excellent oral communication skills, team player with a high level of professionalism, customer service focused

· Demonstrated writing skills, ability to work deadlines, excellent time management, and attention to detail

Requirements:

· 1-2 years of experience in meeting management

· Experienced computer and software knowledge including Microsoft Office SharePoint

· Experience with Accelevents or comparable virtual event platform a plus

· Experience with MailChimp also a plus

Compensation:

This position will be paid an hourly rate TBD and will be required to submit invoices, denoting work-performed during invoicing period, bi-weekly. 40 hours per week is not guaranteed throughout the contract term. This position is not eligible for non-wage benefits.

Proposal Submission

All proposals submitted to InterAction must include:

· Cover letter addressing candidate’s experience in providing services identified in the Essential Functions and candidate’s proposed specific approach for providing those services to InterAction under this contract.

· Proposed hourly rate and a CV/resume.

· Bidders may provide a list of up to three references for work performed of a similar nature during the last one to two years, along with contact details. InterAction may contact the references to evaluate past performance.

· Proposals will not exceed 5 pages (not including cover page).