Engagement & Logistics Coordinator

Job Description

Engagement and Institutional Events Coordinator, Executive Office

This position can be based out of one of the WRI offices in the US, Mexico, Colombia, Brazil, The Netherlands or the UK. Existing work authorization is required at the time of application submission for the country office designated. WRI is not able to sponsor work authorization for this position.

About the Program:

The Executive Office is formed of the President and CEO, five Managing Directors, the Chief of Institutional Alignment, and the General Counsel and key staff who work with leaders in government, business, and the nonprofit community to forge alliances that further the Institute’s work; with media to spread WRI’s messages; and internally with staff across the WRI network on the development and resourcing of programmatic work.

Job Highlight:

In this role, you will the Engagement and Institutional Events Coordinator will work across all WRI’s network of programs, centers and international offices to ensure well-coordinated and strong WRI representation at key institutional events such as the UNFCCC COP, UN General Assembly, World Economic Forum/WEF, G20 meetings. The role will also provide support for important internal WRI events such as Global Board Meetings and Annual Planning Week.

You will be supported by team members within the Executive Office and experts across the WRI network including WRI’s programs, centers, international offices and core functions, especially climate and communications staff.

You will report to the Executive Office Engagement Manager, a newly created role within WRI.

This position will also require travel to major international sustainability and climate events.

What you will do:

Engagement (60%)

• Convene periodic “core team” meetings to establish approval chain and timelines, determine key event outcomes, improve strategic coherence, and facilitate prompt decision making
• Convene internal “all staff” coordination meetings; disseminate coordination tools and general event information, create and manage email distribution lists

• Liaise with Core Communications team and programmatic communications teams throughout the Institute, including for Communications coordination meetings and institute-wide products (e.g. online listing of WRI events, event invitations, etc.)
• Assist Development team and Global Executive Team with bilateral meeting tracking, scheduling and coordination
• Assist in summarizing follow ups from key events for the leadership team and across programs and ensure the follow ups are followed through by relevant teams and staff.
• Lead development of events coordination process improvements in collaboration with Core Communications, Development, Finance & Operations, Executive Office, etc.

Logistics & Event Management (40%)

• Coordinate event planning efforts across WRI programs and centers and sisterhood of International Offices for key external and internal events.
• Collect attendee list information (incl. reason for attendance) and submit for core team approval.
• Reserve hotel blocks and manage accommodations tracking, preparation of final rooming list, hotel payment, and processing expenses against all project codes.
• Track side events and maintain institutional events calendar in partnership with Core Communications team.
• Facilitate badging/registration process for major international events.

• Serve as WRI’s focal point with the UN process: manage UN temporary and annual pass requests and registration.
• Support all general logistics and arrangements (including preparation of logistics packet, arranging on-site meeting spaces) for major internal and external events.
• As needed, attend UN climate conferences and other global summits to provide logistics support with hotels, side events, exhibits, printing, and direct support for Global Executive Team.

What you will need:

Education: You have a completed bachelor’s degree.

Experience: You have a minimum of 2-3 years full-time relevant work experience in logistics and event management, preferably in the non-profit sector.

You will have past experience in team administration and scheduling, preparing PowerPoints, agenda planning, and meeting coordination.

You have past experience in organizing hotel blocks and executing contracts.

You have past experience working with senior management and multiple team members, ideally across a variety of different backgrounds, job functions, nationalities and time zones. You have a demonstrated ability to effectively organize, coordinate and track multiple priorities.

Prior work experience in the international climate and sustainability events and forums is considered a plus.

Proficiency in Office 365, especially Outlook, PowerPoint and Excel is required

Languages: Proficiency in verbal and written English.

Requirements: Existing work authorization is required where this position is based. WRI is unable to authorize visa work authorization.

Potential Salary:

Salary is commensurate with experience and other compensable factors. WRI offers a competitive remuneration and benefits package.

The salary ranges per office are:
US: $53,000 - $68,000
UK: £38,000 - £45,000
Netherlands: €49,000 - €58,000

How to Apply:
Please submit a resume with cover letter by the date of July 28th to be considered for this position. Applicants must apply through the WRI Careers portal to be considered.

What we offer:

• A competitive salary

• Access to the WRI global network with the opportunity to exchange with and learn from passionate colleagues working at the cutting edge of their fields across Asia, Africa, Europe, Latin America and the US.
• The chance to have an impact and to develop your career within a mission driven organization with access to varied learning and training opportunities.
• A workplace that strives to put diversity and inclusion at the heart of our work.
• The opportunity to join and get involved in different working groups and affinity groups to shape the future of WRI.
• Long-term commitment to hybrid working model with flexible working hours.

• Generous leave days that increase with tenure.

About Us: Founded in 1982, World Resources Institute (WRI) is an independent, nonprofit global research organization that turns big ideas into action at the nexus of environment, economic opportunity, and human well-being. We are working to address seven critical challenges that the world must overcome this decade to secure a sustainable future for people and the planet: climate change, energy, food, forests, water, sustainable cities, and the ocean. WRI has a global staff of over 1,800 people with work spanning 60 countries. We have offices in Africa, Brazil, China, Europe, India, Indonesia, Mexico, Colombia and the United States, as well as a growing presence in other countries and regions.  

The foundation of our work is delivering high-quality research, data, maps, and analysis to solve the world’s greatest environment and international development challenges and improve people’s lives. We work with leaders in government, business, and civil society to drive ambitious action and create change on the ground. Equally important, we bring together partners to develop breakthrough ideas and scale-up solutions for far-reaching, enduring impact.

Our mission and values:

WRI’s mission is to move human society to live in ways that protect Earth’s environment and its capacity to provide for the needs and aspirations of current and future generations.

Our values are shared ideals that bind us together: Integrity, Innovation, Urgency, Independence, Respect.

Our culture: WRI is committed to advancing gender and social equity for human well-being in our mission and applies this principle to our organizational and programmatic practices. We are committed to providing equal opportunities in employment, we embrace all diversity and encourage women, the LGBTQ+ community, persons with disabilities, Afro-descendants, and Indigenous people to apply. Recognizing our strong commitment to gender equality, WRI has also been awarded EDGE certification.

Our team in Human Resources carefully reviews all applications. 

About the Organization

World Resources Institute (WRI) is an independent, nonprofit global research organization that turns big ideas into action at the nexus of environment, economic opportunity, and human well-being. We are working to address seven critical challenges that the world must overcome this decade in order to secure a sustainable future for people and the planet: climate change, energy, food, forests, water, sustainable cities, and the ocean.

We are passionate. We value our diversity of interests, skills, and backgrounds. We have a flexible work environment. And we share a common goal to catalyze change that will improve the lives of people. Our shared ideals are at the core of our approach. They include: integrity, innovation, urgency, independence, and respect.

The foundation of our work is delivering high-quality research, data, maps, and analysis to solve the world’s greatest environment and international development challenges and improve people’s lives. We work with leaders in government, business, and civil society to drive ambitious action and create change on the ground. Equally important, we bring together partners to develop breakthrough ideas and scale-up solutions for far-reaching, enduring impact.

We have been growing rapidly: our staff has doubled in size over the past 5 years, and our operating budget is now $150 million. Founded in 1982, WRI has a global staff of 1,800+ people with work spanning 60 countries. We have offices in Africa, Brazil, China, Europe, India, Indonesia, Mexico, and the United States, as well as a growing presence in other countries and regions.  

WRI is committed to advancing gender and social equity for human well-being in our mission and applies this principle to our organizational and programmatic practices.