Careers at the Council
Membership, Events, & Database Assistant
The Membership, Events, & Database Assistant will provide administrative support for the Membership / Corporate department of the World Affairs Council of Philadelphia. This full-time position reports directly to the Director of Development & Membership and works closely with the Assistant Director of Membership. The Membership, Events, & Database Assistant will support the department in the following areas: event planning and registrations, membership management, database management, systems administration, and board and corporate relations.
Salary: $33,000 + benefits
Responsibilities include but are not limited to:
- Serve as the main point of contact for base membership sales by phone, mail, email, and on-site at events
- Provide customer service to members in person, by phone, and by email
- Produce and execute mailings, including weekly donor acknowledgment and monthly renewal notices
- Create web, print and email materials (appeals, campaigns, flyers, etc.) using Photoshop and Dreamweaver under the direction of the Assistant Director of Membership
- Assist the Assistant Director of Membership with individual and corporate member/donor benefit tracking
- Coordinate audience development efforts for select programs
- Coordinate internships each season and oversee projects (supervised by Assistant Director of Membership)
- Draft invoices for Assistant Director of Membership for individual, sustaining, and corporate members
- Fulfill “Request for Information” mailings
- Participate in weekly Programs / Membership Department meetings and take minutes
- Produce nametags and event schedules for registrants using Raiser’s Edge and Microsoft Word mail merge
- Produce signs for events (directions, reception signs, sponsor signs, etc.)
- Draft email communications regarding events (program confirmations, sponsor acknowledgments, etc.)
- Provide on-site support at events (set-up, registration, the ‘Solutions’ counter, ushering, etc.)
- Update “no-shows” following events
- Coordinate intern volunteers for events
- Manage data entry, gift processing, batch, refunds, etc. using Raiser’s Edge
- Process Blackbaud Online Express online payment batches
- Update and maintain data-entry procedures and guidelines
- Coordinate new / updated coding procedures (campaigns, funds, appeals, event options, and pricing) under direction from the Assistant Director of Membership
- Record, track, and report on appeals via the Council’s database
- Update and maintain constituent profiles (individual members, sustaining members, Board members, corporate contacts, etc.) in the database and Constant Contact
- Assist in training Council staff in database entry policies and procedures as needed, under direction of the Assistant Director of Membership
- Develop new/efficient ways to maximize use of database (tracking/cultivation/reporting etc.) and make recommendations to the Assistant Director of Membership
- Verify that registration forms (online, in-house, newsletter) use consistent language and pricing and match database options for batch
- Produce reports regarding complimentary registrations for Director of Finance following events to track revenue
- Coordinate computer and server repair and maintenance with the Council's external IT vendor as needed
- Oversee the Council’s various software license agreements
- Monitor backup reports for the Council’s data and email exchange servers
- Maintain departmental and master calendars for the Membership / Corporate Department (Board and Officers meetings, Global Leadership Insitute events, Committee meetings, other Membership / Corporate related activities)
- Sort the Council’s mail and distribute to appropriates persons / departments
- Order membership supplies or coordinate with Officer Manager on orders
- Serve as the main point of contact for the Council’s phone / voicemail system
- Manage “Membership” and “Info” email inboxes; ensure emails are sent to appropriate departments
- 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
How to Apply:
Qualified applicants should send a résumé, cover letter, and brief writing sample to firstname.lastname@example.org. While we sincerely appreciate all applications, only those candidates selected for an interview will be contacted. Please, no phone calls.
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 (or required depending on department). College credit can be arranged. Reasonable travel expenses are covered.
• In the Subject, please specify the internship(s) of interest.
• Please send a cover letter, resumé, and brief writing sample (2 pages max) to email@example.com. You will not be considered unless you include all three.
• 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.
• 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. No exceptions.
• Greater consideration will be given to students applying for an internship tied to college credit.
• No phone calls or walk-ins, please.
Internships are typically a full semester:
• Fall: August-December (apply by mid-August)
• Spring: January-May (apply by early December)
• Summer: May-August (apply by mid-April)
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
This position will work with Membership staff on a range of integral administrative tasks related to donor relations, member retention and acquisition, corporate sponsors, and the Council’s Board of Directors. Learning to use Raiser’s Edge, the Council’s donor management and event planning software, will be a key part of the internship. Tasks include (but are not limited to) the following: assisting in and executing both weekly and monthly mailings for gift acknowledgements; developing new marketing and branding initiatives; coordinating Board of Directors activities; assisting with Council speaker and education program preparations; writing social media content; and supporting the Council’s mission as needed.
The preferred candidate will have excellent written and verbal communication skills, web research experience, and strong organizational skills. Working knowledge of website design, Photoshop, and Hootsuite preferred
Interns (2-3 per semester) will work closely with the Council's Education team to assist with a wide range of tasks related to the planning and implementation of student programs for middle and high school students, such as the Council's International Student Summit, Global Economic Forum, Summer Global Leadership Seminar, and Student Diplomat Program / Jr. Model United Nations. Tasks include researching topic information, compiling resources, 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. The preferred candidates will have a strong interest in current events and international relations, excellent written and verbal communication skills, a solid understanding of the MS Office Suite, and research experience. Special consideration will be given to applicants with prior experience in Model United Nations or other simulation programs.
Intern will work with the Programs staff to assist with the Council’s public speaker events.
Intern will work with the Programs staff to assist with the planning and implementation of speaker events. Tasks will include (but not limited to) researching and gathering speaker and topic information for potential and planned events; drafting program descriptions; conducting audience development research; researching potential new organizations, groups, or university/college programs and departments for upcoming event audiences; and providing administrative support, as needed. The Programs Intern is expected to attend all speaker programs (unless discussed with supervisor in advance) to help with event management responsibilities, which will require occasional evening hours.
This position will require excellent written and verbal communication skills, strong research skills, a strong professional etiquette when interacting with both Council staff and public program attendees, and a strong proficiency in Microsoft Office programs. Working knowledge of Adobe Creative Suite programs (i.e. Photoshop, InDesign, etc.) is preferred but not required.