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Operations Specialist

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Position Overview
The Stanley Foundation is looking for a dedicated, dynamic individual who has a passion for working in the field of event planning and prefers a small-business atmosphere with opportunities for international travel. This full-time position involves event-planning operations and activities for the Stanley Foundation’s various programming efforts on climate change, nuclear policy issues, and mass violence and atrocities. This position reports to the director of operations and will work with foundation staff and external collaborators to plan and organize multiple successful events. 

About the Stanley Foundation
The Stanley Foundation advances multilateral action to create fair, just, and lasting solutions to critical issues of peace and security. The foundation’s work is built on a belief that greater international cooperation will improve global governance and enhance global citizenship. The organization values its Midwestern roots and family heritage as well as its role as a nonpartisan, private operating foundation. The Stanley Foundation does not make grants but rather carries out its own programming. More about the foundation and our work can be found at  www.stanleyfoundation.org.

Key Responsibilities

  • Event-planning operations and activities.
  • Working with director of operations on special projects to identify and implement methods to streamline work processes and procedures to improve operations efficiency and effectiveness.
  • Conducting event-site research to assist staff in their decision making regarding event logistics.
  • Negotiating vendor and supplier contracts for events that cover hotels, catering, ground transportation, etc.
  • Managing domestic and international travel arrangements for participants through a travel agency or directly with participants.
  • Managing all logistics for on-site events, for example, rooming lists, catering, audiovisual needs, and ground transportation.
  • Planning and executing logistics and event support for programming activities as part of the foundation’s team, often in collaboration with external partners.
  • Working with programming staff to understand the substance and goals of their activities so as to be able to advise and assist them with event logistics.
  • Supporting programming staff in all phases of activity development and implementation, including, but not limited to, (1) verifying invitee contact information and sending invitations (with appropriate follow-up), (2) preparing draft activity budgets, (3) preparing vendor invoices and participant expenses for payment, (4) tracking event-related costs against budgets, and (5) assisting with post-event wrap-up efforts as needed.
  • Producing agendas, participant lists, event details, and other documents as needed.
  • Copyediting event materials (for example, invitation letter, participant list, conference details, schedule, response form, and agenda) and final participant lists that are published in policy dialogue briefs, in conference reports, or on our website.
  • Working with the director of operations on special projects to identify and implement methods to streamline work processes and procedures to improve operations efficiency and effectiveness.

Qualifications

  • A minimum of a two-year degree from an accredited university.
  • At least two years of experience with meeting and events planning with international experience preferred or experience in a related industry or field (hotel, travel, or hospitality).
  • A willingness to travel several times a year in the United States and abroad (up to 20 percent of time).
  • High level of planning and organizational skills with strong attention to details.
  • Proficient project management and prioritization skills; able to forecast and proactively respond to changing situations.
  • Excellent decision-making, problem-solving, and oral and written communication skills.
  • Strong relationship skills, with demonstrated ability to thrive in situations that require composure, flexibility, and in-the-moment ingenuity.
  • Experience with contract negotiations and budget/financial management.
  • Proficiency in Microsoft Word, Excel, and Outlook. Knowledge of common computer applications, including Web site, database, and information-management software. Aptitude for learning and using proprietary event-management software.
  • Willingness to occasionally work weekends and evenings.

Work status: Must be legally authorized to work in the United States.

Other information: The foundation offers competitive salary and benefits. This position is based at the foundation headquarters, located in Muscatine, Iowa, a community of 23,000 people on the Mississippi River. The area offers affordable housing and a variety of recreational opportunities. Iowa City, Iowa (population 70,000)—home of the University of Iowa and the nationally recognized University of Iowa Hospitals and Clinics—is a 45-minute drive from Muscatine. The Quad-City Area—comprising Davenport and Bettendorf, Iowa, and Moline and Rock Island, Illinois, with a combined population of over 350,000—is just a 40-to-50-minute drive from Muscatine. The foundation allows flexible work hours and telecommuting with supervisor approval.

How should you apply? Please email a letter of interest, resume, and references to jobs@stanleyfoundation.org. Please reference the operations specialist position.

Deadline for application: This position will remain open until filled.

Contact information: 
Debra Hughes
Human Resources Generalist
The Stanley Foundation
209 Iowa Avenue
Muscatine, IA 52761
Phone: 563-264-6888
Email: jobs@stanleyfoundation.org

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, national origin, age, disability, veteran status, pregnancy, gender identity, sexual orientation, or other characteristic protected by law.

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Operations Specialist
Seeking a dedicated, dynamic individual who has a passion for working in the field of event planning and prefers a small-business atmosphere with opportunities for international travel. This full-time position involves event-planning operations and activities for various programming efforts on climate change, nuclear policy issues, and mass violence and atrocities.


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