Associate, Community
Arlington, VA / New York, NY
Hillspire – OES /
Full-Time /
Hybrid
“Whenever possible, say yes” - Eric Schmidt
Eric Schmidt’s personal office aims to support Eric Schmidt in his personal and professional endeavors, advance the mission of his philanthropic and for-profit entities, and drive forward his initiatives. Eric Schmidt’s Personal Office encompasses: 1) a personal administrative and research team (EST), 2) political team (OneOne), 3) technology team (Technical Projects Group), 4) an event management team for Eric’s personal and professional events (Community), and 5) his personal communications team.
The Role
Reporting to the Senior Manager, Community, the Associate, Community will be responsible for the planning and production of consistently best-in-class, community-driven, and action-oriented convenings from start to finish. As the organization’s programs and initiatives continue to form and evolve, this role will work hand in hand with various teams to produce the vision and goals of each respective convening consistent with those of the organization. This role will be intricately involved in the planning of our principals personal events.
Key Responsibilities
- Lead the implementation of the Office of Eric Schmidt’s convening strategy
- Leveraging resources to meet needs in the production of a convening
- Executing in person convenings that advance Schmidt communities’ principles and program-specific objectives
- Supporting the team on larger and more complex program convenings and Eric Schmidt directed engagements throughout the year
- Working collaboratively with the community team at large on various large-scale institutional convenings throughout the year
- Maintain the highest level of confidentiality and discretion throughout all workflows
Execute Covenings
- Lead and support convenings from start to finish including event services, vendor management, logistics, and programming
- Engage with Schmidt communities on convening proposals
- Work independently directly with program leadership teams to determine the resources needed to meet or exceed their convening goals practically and efficiently
- Collaborate on a detailed work plan, run-of-show, and staffing plan for each convening
- Coordinate event budget implementation, drive contract negotiation with venues, hotels and other vendors, and ensure timely payment processing
- Source external vendors and coordinate on-site labor and services as needed
- Coordinate between legal and accounting teams on relevant documentation
- Work with venue(s) to create & deliver on all associated event logistics (BEO’s, COI’s and other subjective requirements as needed)
- Work to manage internal relationships between multiple parties such as project teams, our partners and frequently used vendors
- Liaise between the program team, the venue, our legal team, and all additional vendors and stakeholders to implement program needs in real time
- Coordinate accommodation blocks at hotels or hosting venues as needed
- Act as the point of contact for external vendors to ensure successful installations that meet OES standards and specific team requirements
- Maintain the event data and project plan in AirTable
- Creatively amplify projects and events in an interesting and unique way
- Manage all load-in and load-out logistics on-site with the venue and external vendors
- Ensure smooth and effective A/V logistics throughout the convening
- Source all additional materials needed for each convening, ensure they are properly received and distributed on-site, and store or return them accordingly following each convening
Required Qualifications
- 5+ years of relevant experience
- A bachelor’s degree or equivalent from an accredited institution
- Expected to be based at the New York City or Crystal City, VA office and to be able to travel within the U.S. and internationally on a semi-regular basis (up to 35% of the time) as needed following company policy and permitting circumstances
- Expected to work evenings, weekends, and holidays occasionally.
- Expected to work a hybrid schedule with a minimum of three days in the office (Tuesday through Thursday)
Desired Knowledge, Skills, and Abilities
- Enthusiasm and energy for collaboration
- Commitment to building robust relationships and to supporting colleagues effectively
- Existing vendor relationships and relevant networks as well as the ability to source and nurture new vendor and partner relationships across a broad range of locations
- Advanced administrative, organizational, and time management skills
- Experience using event-management platforms or relational databases (Airtable preferred)
- Impeccable verbal and written communication
- Lead events with empowerment, intentionality and care
- Extensive experience interacting with C-suite level executives, government officials, and known personalities
- Ability to prioritize tasks and execute on deadlines in an organized and efficient manner
- Ability to maintain a high degree of confidentiality, professionalism, poise, tact, and diplomacy to accomplish work objectives
$110,000 - $150,000 a year
This is an exempt position.
