Events and Meetings Coordinator, William Penn Foundation

The William Penn Foundation, founded by Otto and Phoebe Haas in 1945, is a leading American philanthropy located in Philadelphia with over $3.7 billion in assets and a $155 million annual grant budget. Our approach to grantmaking is focused on one central idea: let's help make more lives better by connecting more people to more opportunities and more resources. We aim to do this work in the Philadelphia region particularly for groups of people who have often been shut out of opportunity in the past because of disinvestment, discrimination, or systemic inequities.

The Foundation makes grants in five programs, primarily focused in Philadelphia and its surrounding counties:

• Arts and Culture – Increase access to diverse, inclusive arts and culture experiences.
• Children and Families – Expand access to programs and resources that support the healthy development and academic success of young children, ages 0-8.
• Environment and Public Space – Increase access to the benefits of natural areas, public spaces and community assets while decreasing harmful impacts on the environment.
• Democracy and Civic Initiatives – Expand engagement in democratic processes and collaborative efforts that make the city and region responsive to the needs of residents.
• Workforce Training and Services – Support Philadelphia residents to successfully prepare for, secure, and retain family sustaining employment.

In pursuing our program goals and objectives, we will be guided by the following values:

• Prioritize opportunities for communities that have been most affected by economic inequity, discrimination based on race, gender, or sexual orientation, and other forms of injustice.
• Elevate community voice.
• Value partnership, collaboration, and transparency.
• Minimize and respond to the impacts of climate change.
• Leverage our leadership to advance important citywide and regional initiatives and to respond to changing needs of the city and region.
• Share our learning locally and nationally.

The Events and Meetings Coordinator will be responsible for three objectives within the Foundation’s operational strategy:

• Learning Communities event planning, execution, and oversight
• Foundation event and meeting planning, execution, and oversight
• Front desk and shared administrative support

• Manage all aspects of Foundation event and meeting needs, including coordination, planning, and management of space needs and logistics, vendor management and contracts, catering, invites, RSVP response, coordination with lead staff and guest parties, building security, technology setup and operation, and all other event needs.
• Event Planning and Logistics:
  Independently manage all aspects of events, including venue selection, catering, décor, and on-site setup/teardown.
• Set-up and operate all audio-visual and technology needs for in-person, remote, and hybrid meetings and participants.
• Organize and coordinate annual organization planning activities including scheduling planning meetings, drafting agendas, managing meeting logistics, and coordinating meeting follow-up.
• Manage a Foundation-wide master calendar of meetings, events, and convenings to provide transparency and coverage for support.
• The Foundation utilizes an offsite meeting space located less than a half mile from our main office. The Events and Meeting Coordinator will be responsible for coordinating and traveling between both locations on a daily/weekly basis, ensuring the offsite space is fully prepared for meetings and events, including maintaining adequate supplies and upkeep of shared spaces such as the kitchen and room setup.

Some of the duties may include:

• Front desk responsibilities include responding to…