Events Coordinator - Peterson Institute for International Economics : Job Details

WHO WE ARE

The Peterson Institute for International Economics (PIIE) is an independent nonprofit, nonpartisan research organization in Washington, DC dedicated to strengthening prosperity and human welfare in the global economy through expert analysis and practical policy solutions. It was named best economic think tank in the United States, with research in areas such as trade and macroeconomic policy cited regularly in major news outlets. The Institute regularly convenes leaders from around the world, reaching audiences including government officials and legislators, business and NGO representatives, international and research organizations, universities, and the media.

SUMMARY

The Peterson Institute for International Economics (PIIE) is an independent nonprofit, nonpartisan research organization in Washington, DC dedicated to strengthening prosperity and human welfare in the global economy through expert analysis and practical policy solutions. It was named best economic think tank in the United States, with research in areas such as trade and macroeconomic policy cited regularly in major news outlets. The Institute regularly convenes leaders from around the world, reaching audiences including government officials and legislators, business and NGO representatives, international and research organizations, universities, and the media.

SUMMARY

The Peterson Institute for International Economics (PIIE) seeks a detail-oriented and motivated Events Coordinator to join its professional meetings team. This full-time position focuses on the planning, coordination, and execution of events in various formats, including conferences, meetings, and special gatherings, in person and virtual.

As part of a dynamic and respected team, you will contribute to hosting some of the world's most influential economic policymakers and experts. Past distinguished guests have included leaders from the International Monetary Fund (IMF), World Trade Organization (WTO), Federal Reserve Board, White House National Economic Council, and other prominent institutions and organizations.

This role is primarily based at PIIE's Washington, DC office in Dupont Circle. While the position is on-site, there is flexibility to work remotely on occasion, depending on event schedules and the Institute's needs.

The Events Coordinator will play a key role in ensuring the seamless execution of the Institute's events. Responsibilities include providing logistical and technical support for virtual events and internal meetings, creating and sending event invitations, overseeing registration and greeting guests at events, managing incoming requests and correspondence related to event planning, securing vendors and services necessary for meetings and events, and staffing all on-site events to ensure smooth operations.

The coordinator will also track attendance and registration data, assist with maintaining event-related databases, and contribute to data analysis tasks. Additional responsibilities include collaborating with internal teams to develop marketing language and promotional materials for virtual events.

This position requires regular upkeep of team lists, tasks, and workflows, ensuring all timelines are met by coordinating with both internal staff and external partners. The coordinator will be a central figure in managing event timelines and ensuring all tasks are completed efficiently.

JOB DUTIES AND RESPONSIBILITES

• Event Coordination: Coordinate and operate virtual, in-person and hybrid events and manage the event lifecycle using platforms like Salesforce, Zoom, YouTube, and other tools for external and internal audiences.
• Virtual Event Technical Production: Manage and execute virtual events and livestreams across Zoom and YouTube platforms. This includes providing clear guidance to session participants, ensuring they are comfortable with platform tools, monitoring and adjusting technical settings, managing views and layouts, and seamlessly sharing presentations or slides during sessions. The candidate must demonstrate advanced technical proficiency in operating these platforms and managing all virtual event components to ensure smooth and professional execution
• On-Site Event Support: Support in-person events by handling registration, setting up spaces, and preparing materials such as name tags and programs.
• Inbox Management and Communication: Monitor the department's public inbox to handle incoming requests and correspondence. Respond promptly and accurately to event inquiries, maintain high service levels (24-hour response time, “inbox zero” email management), and effectively communicate with internal and external stakeholders.
• Meetings Calendar coordination: Maintain and update the meetings calendar to ensure all events are accurately recorded and categorized. Verify that each entry includes the appropriate participants, relevant details, and reflects the latest changes or updates to scheduling.
• Internal and Closed-Door Meetings: Collaborate with staff on private meetings, managing invitations, calendars, coordinating attendees, and executing logistical details.
• Documentation and Preparation: Develop event materials, including presenter bios, run-of-show documents, technical production guides, and related resources.
• Data Tracking and Reporting: Track registration, attendance, and engagement metrics in Salesforce and other systems, generating reports to support team and organizational goals.
• Promotional Materials: Build invitations in email marketing platform (Pardot), suggest lists of targeted audience and subject lines for promotion materials for different events, proactively following a promotion calendar and gathering information from internal staff and external partners.
• Program participants Support: Assist event participants before and during events by conducting technical tests, updating graphics (e.g., lower thirds), managing recordings, and running presentations.

This role requires excellent organizational skills, attention to detail, and the ability to handle multiple priorities while collaborating with cross-functional teams.

Job Qualifications

• Associate or bachelor's degree, or CMP and events related certificates required, preferably in marketing, communications, business administration, or related field.
• At least two years of demonstrated experience in event planning and promotion, especially in virtual environments.
• Technical proficiency in operating virtual and hybrid event platforms such as Zoom, Zoom Webinar, Microsoft Teams, and YouTube, including experience with livestreaming.
• Skills in writing/editing, Zoom, Microsoft products (Outlook, Word, PowerPoint, Excel), and email database administration required, preferably with Salesforce. Experience with Pardot is a plus.
• Effective communication skills (verbal, written, and listening) and excellent interpersonal skills at all levels of business.
• Must have the ability to effectively manage time, prioritize tasks, and work within deadlines. Must be well organized and detail oriented.

BENEFITS

PIIE offers a highly competitive benefits package, including medical, dental, disability, and life insurance coverage; eligibility to participate in a generous retirement savings plan (after one year of employment, PIIE contributes 10 percent of the employee's salary each month to a retirement account and the employee becomes fully vested after three years); competitive paid time off for vacation and sick leave; and significant subsidies for tuition in education and training programs.

WORK SCHEDULE

Monday through Friday, 40 hours per week. Must be able to work a flexible schedule based on the needs of the institution, can include early mornings and some late departures.

PHYSICAL DEMANDS

This person will typically sit at a desk for long periods of time throughout the day and use a computer to include monitor, mouse and keyboard. Some walking to and from various offices will be required, and standing as needed to support guest registration process. Some bending and stooping may be necessary in order to do filing. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

The work environment is a moderately open one with a combination of cubicles and offices. The noise level will vary from quiet to loud. The office, lavatories and building are all handicap accessible.

HOW TO APPLY

Please submit your cover letter, resume, and salary requirements to [email protected] with the subject line, “Events Coordinator.” NO PHONE CALLS PLEASE.

Equal Opportunity Employer/Minorities/Women/Veterans/Disabled