Position description
The Program Associate is responsible for assisting the Executive and Assistant Directors with the development, coordination, and implementation of public programs and private events on a range of topics, including policy, business, economics, society, the arts and education as they pertain to Asia, U.S.-Asia relations and Asian Americans. Experience in event planning, public relations, development, and an interest in Asia are required. The Program Associate is responsible for filling in for the Assistant Director during any absence, including extended leave.
RESPONSIBILITIES:
- Program Planning and Implementation
- Work with the Assistant Director and Executive Director to develop themes, topics, speakers and co-sponsors for programs
- Manage program logistics, including budgeting, tracking speaker and guest invitations, and other correspondence; coordinating travel, securing venue, catering, and audio-visual needs, and assessing on-site needs
- Track program attendance and registration using relevant databases
- Oversee day-of-event logistics, including liaising with speakers and partners, coordinating staff assignments, and managing all registration, A/V, and catering needs
- Coordinate post-event activities, send thank-you letters, and manage other follow-up tasks
- Outreach, Marketing, and Fundraising
- Produce outreach and marketing materials for ASSC programs, such as flyers, emails, website calendar listings, and content on Asia Society blogs and other social media platforms
- Represent the Asia Society at community events and activities
- Office Management
- Work with Assistant Director to oversee the needs of the office to ensure smooth day-to-day operations, such as answering telephones and handling general inquiries, ordering supplies, and liaising with building management as needed
- Prepare documentation for presentation at internal and external meetings
- Assist Executive Director and Assistant Director as necessary
- Assist in planning for large fundraising events, such as ASSC’s Annual Dinner
- When filling in for the Assistant Director:
- Oversee daily needs of the office
- Manage Center interns and coordinate their assignments
- Take minutes at staff, Board of Directors, and Program Committee meetings
- Other duties as assigned
Qualifications
- Bachelor’s degree. A major in Asian or Asian-American studies or international relations/business is desirable, but not required.
- 2-3 years of related work experience in event planning, preferably including budgeting
- Proactive, “can-do” mindset, talent for multi-tasking and working under deadline in a fast-paced environment, and ability to follow through on tasks and projects
- Team player who is organized, detail-oriented and self-motivated
- Excellent research, writing and communication skills
- Flexibility to work before/after business hours
- Proficiency in MS Outlook, Word, Excel and Powerpoint
- Experience with Quicken accounting software highly desired
- Experience maintaining webpages, writing/editing for blogs or social media
- Experience managing and liaising with third-party vendors and contractors
- Proficiency in Adobe Photoshop and InDesign and databases such as Raiser’s Edge desirable
Application instructions
Please email your cover letter and resume, indicating position reference code 1503 and salary requirements.
Indicate job title and job code in the subject line. Resumes without cover letters will not be accepted. No phone calls, please. Only those candidates considered for an interview will be contacted. Please regard your resume as having been received unless your email is bounced back.
