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Membership & Event Assistant

Job description:
The Membership & Event Assistant will provide administrative support for the Membership Department of the World Affairs Council of Philadelphia. This full-time position reports to the Director of Corporate and Sustaining Membership. The Membership and Event Assistant will support the department in the following areas: event planning, membership, marketing, and board and corporate relations.

About us:
The World Affairs Council of Philadelphia is a private, nonprofit, nonpartisan educational organization dedicated to informing and engaging people of all ages on matters of national and international significance. The Council provides its members and the greater Philadelphia community with access to influential figures in the global arena as well as opportunities to visit fascinating destinations through its unique travel program. With the support of individual and corporate members, the Council’s global leadership programs enhance the education of area middle and high school students who are the citizens, workforce and leaders of the future.

Responsibilities include:

Data entry and gift processing using Raiser’s Edge and Constant Contact
Providing customer service to members in person, by phone, and by email
Producing and executing mailings, including weekly donor acknowledgment and monthly renewal notices
Selling memberships and events by phone, mail, email, and fax
Assisting the Director of Sustaining and Corporate Membership with individual and coporate member/donor cultivation and benefit tracking
Creating and modifying reports using Raiser’s Edge database
Assisting with marketing and audience development for select programs

Event planning
Producing and organizing nametags and event schedules for event registrants using Raiser’s Edge and Microsoft Word mail merge
Producing directional and sponsorship signage for events
Drafting email communications, including program confirmations and acknowledgments
Providing on-site support at events, including set-up, registration, the ‘solutions’ counter, ushering, and other tasks as needed
Coordinating volunteers

Board meeting preparation: packets, ordering food, room set-up, signage, nametags, as well as taking notes and typing minutes
Maintaining departmental and master calendars to coordinate the activities of staff as well as speaker and education programs and activities
Sorting the Council’s mail, ordering membership supplies
Supervising department interns
Other duties as needed


Bachelor’s degree
1 to 2 years work experience, preferably in an administrative support role
Strong customer service skills and phone etiquette
Intermediate to advanced skills using MS Office (Word, Excel, Outlook)
Recent experience with databases and data entry (experience in Raiser’s Edge preferred)
Ability to manage multiple projects at once, with superior attention to detail
Excellent verbal, written, and proofreading skills
Ability to work independently and as part of a team
Ability to work efficiently and thrive in a fast-paced environment
Some evening/early morning availability required

Annual salary is $30,000. We offer a comprehensive benefits package.

To Apply:

Interested, qualified applicants should send a cover letter and resume to careers@wacphila.org.  Please reference "Membership and Event Assistant" in your subject line.  No phone calls please. The starting date is no later than September 2, 2014.

Application Deadline:


Corporate/Membership Intern

Intern will work with Membership staff and the Director of Corporate and Sustaining Membership to assist with a wide range of tasks related to the Council's work with donor relations, member retention and acquisition, corporate sponsors, and the Council's Board of Directors. The preferred candidate will have administrative office experience, excellent written and verbal communication skills, a solid understanding of the MS Office Suite, experience using office equipment, web research experience, and the ability to prioritize projects, remain highly organized, and take initiative. The intern will be expected to learn basic use of Raiser's Edge (the Council's donor management and event planning software), which is integral to all tasks. Tasks include (but are not limited to) the following: Assist in keeping the individual member database and online e-mail database current; process and execute weekly and monthly mailings for gift acknowledgment and membership dues; assist with program registration preparation; prepare profiles on potential corporate and individual members through online and database research; update contact information; prepare for and attend Council speaker and education programs; support other departments and the Council's mission as needed.

Education Intern

Intern will work closely with the Director of Student Programs to assist with a wide range of tasks related to the planning and implementation of student programs, such as the Council's International Student Summit, G20 Student Summit, Academic WorldQuest Competition, and Student Diplomat / Jr. Model United Nations Program. Tasks include researching topic information, identifying appropriate expert speakers, helping to conceptualize and produce student enrichment programs, attending programs and assisting with event responsibilities, as well as providing administrative support, as needed.

Programs Intern

Intern will work with the Programs staff to assist with a wide range of tasks related to the planning and implementation of speaker events. Tasks will focus mostly on audience development and research; updating outdated contact information in the database; researching potential new organizations, groups, or university/college programs and departments for upcoming event audiences; communication with cooperating organizations; and promotion of events to local universities and schools during the main portion of the program year. Tasks may also include researching and gathering speaker and topic information for potential and planned events; drafting program descriptions and podium remarks; promoting programs and events on the Council's social media networks such as Facebook, Twitter, and LinkedIn; and providing administrative support, as needed. The Programs Intern is expected to attend most (preferably all) programs and help with event management responsibilities, which may require occasional evening hours. The preferred candidate will have excellent written and verbal communication skills, strong phone etiquette, and knowledge of Microsoft Office with an emphasis on strong Microsoft Excel skills.

Travel Intern

Intern will work with Travel staff to assist with a wide range of tasks related to the planning and implementation of tours. Tasks include researching and photocopying substantive articles for pre-trip reading information; assisting with tour promotion; data entry; and acting as support for various administrative duties. In addition to skills applicable to all departments, Travel prefers someone who is familiar with foreign affairs journals and think tank biases. Travel seeks an intern who is available two half-days or one full day per week.

Internship Opportunities

The Council is currently accepting applications for Fall 2014. Applications are no longer being accepted for Summer 2014.

To apply, please send a cover letter, resumé, and brief writing sample to Careers. You will not be considered unless you include all three.

Please specify the area(s) with which you would be interested in interning.

You will only be contacted if you are chosen for an interview. Because of the volume of applications the Council receives, we cannot respond to every applicant.

No phone calls, please.

Internships are unpaid and are open to college undergraduates and recent graduates with a strong interest in international affairs. The Council does not accept high school students for internships. Greater consideration will be given to students applying for an internship tied to college credit.

Internships are typically a full semester:
Fall: August - December
Spring: January - May
Summer: May - August

The ideal candidate should be reliable, self-motivated, possess strong computer skills, the ability to work independently as well as in a team, a good command of English, and strong writing and researching skills. We seek a commitment of approximately 8-10 hours per week (1 full day or two half-days preferred.) Interns are encouraged to attend the Council's speaker events when possible (unless required by department). College credit can be arranged. Reasonable travel expenses are covered.

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