Events Administrator

Reports to: Director of Membership & Indigenous Leadership      

Supervisory Role: No

Status: Full-time; Exempt                                                                            

Travel: Yes; Up to 25%

Location: Remote                                         

Application Deadline: January 30, 2025

Compensation: $55,000 - $75,000 annually

Application link (Please include a resume and cover letter)

About Native Americans in Philanthropy

Native Americans in Philanthropy’s (NAP) mission is to promote equitable and effective philanthropy in Native communities. We do this by increasing engagement and funding to Native-led organizations; increasing and supporting Native professionals in philanthropy; and transforming and influencing the philanthropic sector to be in alignment with an Indigenous worldview. We also aim to improve the availability of regular, reliable data and Indigenous-led research on Native communities and their relation to philanthropy. NAP’s new strategic plan seeks to increase awareness among key constituents and engage Native and non-Native philanthropic professionals, Tribal Nations, and Native-led nonprofits with NAP’s resources, activities, and programs.

About the Position

Native Americans in Philanthropy (NAP) is seeking a highly organized and detail-oriented Events Administrator to join the Membership and Indigenous Leadership team. The role involves managing the planning, coordination, and execution of key online and in-person events, including NAP’s annual conference, member events, exhibit booths, and internal meetings. The Events Administrator will also collaborate with the communications team on event promotion and marketing materials, ensuring that all activities align with NAP’s mission and values.

Primary Responsibilities

Event Planning and Coordination

• Administers the full lifecycle of assigned events, meetings, and exhibit booths, from initial conception to post-event reporting. This includes venue selection, registration and room block management, space planning, transportation and catering arrangements, audiovisual and technical coordination, promotional material distribution, stakeholder communications, on-site execution, financial oversight, and post-event evaluation.
• Partners with internal teams to assess event needs and ensure alignment across all logistics, including staffing, space planning, hotel accommodations, catering, signage, programming, and display areas. Engages in continuous consultation to meet specific and specialized event requirements.
• Develops and maintains comprehensive event timelines, run-of-show documents, and detailed production schedules, ensuring that all milestones are met on time.
• Manages relationships with external vendors, sponsors, and event partners, ensuring smooth execution and adherence to quality standards.
• Utilizes Asana or similar tools to create and monitor event-specific project plans, tracking progress, deadlines, and deliverables.
• Collaborates with the Director of Membership and Indigenous Leadership to develop and track event budgets, ensuring all financial records are accurate and expenses are within approved limits.
• Identifies and implements opportunities to elevate the attendee experience, aligning with NAP’s values and organizational standards.
• Ensures that events meet legal, safety, and health requirements and regulations, including obtaining necessary permits from fire and health departments and managing event insurance requirements.
• Guarantees compliance with accessibility standards and best practices for inclusive event experiences.
• Compiles and maintains a list of potential event venues and services, with a focus on Indigenous-owned or operated venues. Assesses options based on pricing, availability, and alignment with event goals.
• Implements and manages post-event evaluation processes, including attendee surveys, budget reconciliation, and comprehensive event reporting.
• Collaborates with communications team on event promotion strategy, photography and videography needs, attendee communications, social media coverage, and development of event collateral.
• Provides logistical support for all NAP travel, including organizing travel for the Office of Strategic Partnerships, and working closely with NAP’s travel agency to coordinate accommodations and travel logistics.
• Manage the reconciliation of departmental expenses, including reviewing receipts, processing expense reports, and ensuring all expenditures align with budgetary constraints.

Non-Essential Job Duties

• Other related duties as assigned.

Knowledge, Skills, and Ability

• Strong understanding of Indigenous protocols and cultural considerations in event planning, ensuring that all events reflect the values and traditions of Indigenous communities.
• Strong project management skills and proven ability to manage multiple complex events simultaneously, ensuring each is executed efficiently and within scope.
• Ability to communicate and collaborate effectively with a diverse range of stakeholders, including NAP team members, vendors, and external partners.
• Demonstrates a keen eye for accuracy and thoroughness in all aspects of event planning and execution.
• Capable of working under pressure and meeting deadlines while maintaining high-quality standards.
• Ability to balance individual responsibilities with team goals, fostering a cooperative work environment.
• Thorough understanding of legal regulations, permits, and safety requirements for events.
• Ability to read, analyze, and interpret business, professional, technical, or governmental documents. Skilled in writing reports, business correspondence, and procedural manuals. Effectively presents information and responds to questions from managers, customers, and the public.
• Ability to perform basic math operations accurately and apply these to event budgeting and financial analysis.
• Adept at solving practical problems in situations where limited standardization exists, and capable of interpreting and applying instructions in a variety of forms (written, oral, diagram, or schedule).

Education and Experience

• Associate’s degree with two years of event planning experience and three years of relevant experience in event coordination or a similar role; or an equivalent combination of education and experience.
• Experience handling audiovisual equipment and understanding event-specific technical requirements.
• Experience working with Indigenous communities or organizations is preferred, with an emphasis on cultural sensitivity and understanding.
• Experience with event registration software, mobile event apps, and audiovisual equipment.
• Proficiency in Microsoft Office Suite or related software.

Commitment to Equity

Native Americans in Philanthropy is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. It is our policy to provide equal employment opportunities to all individuals based on job-related qualifications and ability to perform a job, without regard to age, gender, gender identity, sexual orientation, race, color, religion, creed, national origin, disability, genetic information, veteran status, citizenship, or marital status, and to maintain a non-discriminatory environment free from intimidation, harassment or bias based upon these grounds.

Americans with Disability Act

Native Americans in Philanthropy complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact jziegler@nativephilanthropy.org.