CGI U Program Logistics Associate

US-NY-New York
Job ID #
2016-3240
HQ / Initiative
Clinton Global Initiative- University

About the Clinton Foundation

The Clinton Foundation convenes businesses, governments, NGOs, and individuals to improve global health and wellness, increase opportunity for girls and women, reduce childhood obesity, create economic opportunity and growth, and help communities address the effects of climate change. Because of our work, nearly 35,000 American schools have provided kids with healthy food choices in an effort to eradicate childhood obesity; more than 150,000 farmers in Malawi, Rwanda, and Tanzania are benefiting from climate-smart agronomic training, higher yields, and increabeen sed market access; working with partners, more than 8.5 million trees and tree seedlings have planted to strengthen ecosystems and livelihoods; over 600,000 people have been impacted through market opportunities created by social enterprises and health and wellbeing programs in Latin America, the Caribbean, Asia, and Africa; through the independent Clinton Health Access Initiative, over 11.5 million people in more than 70 countries have access to CHAI-negotiated prices for HIV/AIDS medications; an estimated 85 million people in the U.S. will be reached through strategic health partnerships developed across industry sectors at both the local and national level; and members of the Clinton Global Initiative community have made more than 3,600 Commitments to Action, which have improved the lives of over 435 million people in more than 180 countries. 

  

Learn more at http://www.clintonfoundation.org, on Facebook at Facebook.com/ClintonFoundation and on Twitter @ClintonFdn.  

Overview

This person will oversee and execute the speaker relations process for the CGI U platform, work closely with the CGI U programmatic content lead to identify priorities for speaker outreach, and coordinate all session logistics. Speakers consist of session moderators, panelists and remark-makers, and represent a wide range of stakeholders in the public, private, non-profit, and philanthropic sectors.


CGI U brings together young leaders and entrepreneurs from around the world to generate innovative solutions to some of the world’s most pressing challenges.  Central to the CGI U model is the Commitment to Action: a new, specific, and measurable project that has a tangible impact in at least one of five focus areas: education, environment and climate change, peace and human rights, poverty alleviation, and public health. 


Scope refers to the extent or range of operations for the position.  Impact refers to the effect of the position’s actions on the organization.

A primary function of this role is to recruit approximately 70 speakers for the CGI U meeting. This will require preparing, extending and tracking all invitations within the timeline outlined in the interdepartmental calendar and keeping all records up-to-date using the BBCRM database. This role will serve as the liaison between speakers and programmatic content leads to confirm speakers’ participation and to prepare them for their on-site roles. It will also require extensive interdepartmental coordination and thoughtful communication with colleagues so that everyone is kept in the loop on the status of invites. This role will generate weekly reports for the team updating colleagues on the status of the program’s development.

 

This individual is also responsible for continual upkeep of the programming content in the master production schedule and briefing documents, including the most up-to-date information.

 

This position impacts the quality of programming for the CGI U events. 

Responsibilities

  1. Facilitate the speaker recruitment process, which includes vetting, extending, and tracking speaker invitations; speaker relationship management; correspondence with speakers and internal staff regarding program specific event details and travel logistics; session briefings; and on-site registration and event execution.
  2. Input and track all speaker data and session information in the BBCRM database, online forms, the speaker invitation tracker, or other tools and data management systems when necessary.
  3. Coordinate with Correspondence to produce all speaker invitations and thank you letters; work with Marketing to determine guidelines for all session specific assets and their delivery; work closely with Communications to identify and deliver program-specific content for press releases; work across teams to coordinate launch dates for speaker information on the event website; and additional coordination where needed.
  4. Work with the CGI U Program Senior Manager, event management team and production team to provide relevant program updates to the master production schedule; coordinate processes and provide updates to leadership briefings.
  5. Manage speaker logistics on-site during CGI U event, including delegating on-site roles and responsibilities to additional volunteers or speaker support staff to enhance execution of event and an excellent, high-level experience for speakers.
  6. Assist with speaker research projects and program memo editing processes when necessary.
  7. Contribute to overall strategy and long-term planning processes for CGI U.
  8. As required or requested by Clinton Foundation.

Qualifications

  1. Education (Minimum Needed and Type of Degree Needed): Bachelor’s
  2. Work Experience (Minimum Needed): 2-4 years
  3. Specialized Knowledge Needed For Performance of Job: Significant project management experience required; familiarity with conference or event management also preferred.
  4. Skills (e.g. Level of Judgment Required, Ability to Direct, Work Independently, Multi-Task, etc.): Ability to multi-task, strong organizational and follow-through skills, high level of professionalism, excellent oral and written communication skills, effective external communication skills, ability to maintain composure under high pressure situations, highly detailed-oriented.
  5. Special Skills (e.g. Technical, Advanced): Experience working within BBCRM or other relational databases; proficient in Excel, PowerPoint, Microsoft Office and other workplan software.
  6. Other (Communication Skills, Mechanical Aptitude, Math Skills, Learning Skills, or Other Specific Skills Required): Foreign language skills a plus but not required.

Physical and Other Requirements

  1. CGI U is a collaborative, fast-paced, and deadline-oriented environment that requires multi-tasking, acting with a sense of urgency and detailed coordination with other departments.
  2. Significant computer work: repetitive motion, prolonged periods of sitting, and sustained visual and mental applications and demands – constant
  3. On-call availability: mental applications and demands – frequent
  4. Travel – occasional

Equal Employment Opportunity Statement

The Clinton Foundation maintains a strong policy of equal opportunity in employment. It is our objective to recruit, hire, and retain the most qualified individuals without regard to race, color, religion, sex, sexual orientation or identity, national origin, age, disability, veteran status, or any other characteristic or status protected by applicable federal, state, or local law. Our equal employment philosophy applies to all aspects of employment, including recruitment, compensation, benefits, training, promotions, transfers, job benefits, and terminations. 

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