Coordinator, Foundation Services

Summary

MCI USA is a global engagement marketing agency specializing in live and virtual events, strategic and digital communications, and consulting and community solutions. The Coordinator, Foundation Services role supports the Incentive Research Foundation’s board, committees, communications, events, sponsorship programs, account management, financial processes, and day-to-day operations.

Responsibilities

• Facilitate communications to the board, committees and constituents working closely with the communications team
• Maintain the databases for board and committees
• Develop and disseminate email communications and invitations related to board and volunteer committee business, including Accelerate, IRF’s emerging leader program
• Attend and deliver board of trustee meetings (3X annually) to include housing, registration as needed, agenda creation, board packet development and distribution, required follow-up post-event
• Facilitate the annual board and committee application and selection process working closely with nominations committee
• Disseminate email and social media announcements announcing research releases and education events
• Create a monthly calendar and post regularly on IRF’s Instagram, monitoring trends and suggesting post-types to drive attention and build audience
• Maintain and grow IRF Salesforce instance inclusive of all IRF constituent groups (sponsors, buyers, academics, press, etc.)
• Curate, maintain, and ensure currency and accuracy of content on IRF’s website
• Facilitate promotion and delivery of webinars in conjunction with communications team
• Work with Events Industry Council and Society of Human Resources Management to secure approvals for continuing education credits for IRF education sessions and webinars
• Deliver monthly reporting and analysis of website, email, and social media metrics using LinkedIn, Hootsuite, and Google Analytics
• Coordinate benefits for year-round partner program fulfilment to include collection and tracking of assets such as logos, contracts, event registrations, including working in Cvent, IRF website, social channels, and IRF email platform
• Supplier/partner invoicing and payment tracking
• Process hosted buyer qualifications for annual events via Jotform including communications with prospective hosted buyers
• Support the delivery of the IRF’s annual auction via Handbid, working closely with fundraising team and industry supplier partners (hotels, airlines, destination management companies, cruise lines, etc.). Deliver all certificates and communicate to all auction donors post-event in a timely fashion
• Help maintain a positive, productive relationship between the client and MCI USA
• Support day-to-day service delivery for the account
• Track basic account details and share updates with your supervisor
• Flag any client concerns, service issues, or unusual requests to your MCI supervisor
• Contribute to evaluation of scope of work and gather feedback and recommendations
• Build working knowledge of MCI's business lines and resources so they can be applied to the client as needed
• Follow MCI USA's processes while being a helpful point of contact for the client
• Help prepare updates on account activity for your MCI supervisor, to support MCI account and Board reporting
• Oversee accurate annual completion of not-for-profit state filings, records and annual registrations
• Process Foundation invoices and batches utilizing the MCI financial system working in Bill.com
• Daily review of IRF information box, responding to inquiries, and monitoring IRF general email account
• All other duties as assigned

Skills

• Bachelor's degree or equivalent
• 2+ years of experience in a similar position
• Applicant must be extremely organized, have a very high attention to detail, diligent, able to multi-task, and prioritize their work
• Excellent communication skills (written & oral)
• Demonstrated ability to work independently in a fast-paced environment
• Demonstrated ability to provide excellent customer service even in difficult situations and operate with the highest degree of integrity
• Working knowledge of social media channels (particularly Instagram and LinkedIn)
• High technical proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams), general computing skills
• Internet skills including website back end, Microsoft Teams, Zoom, and SharePoint
• Travel four to five times annually, typically with at least one international trip
• Knowledge of incentives industry and / or meetings and events industry is a plus
• Familiarity with AI, WordPress, Canva, Salesforce, Google Analytics, and Hootsuite a plus

Qualifications

Must Haves

• Bachelor's degree or equivalent
• 2+ years of experience in a similar position
• Applicant must be extremely organized, have a very high attention to detail, diligent, able to multi-task, and prioritize their work
• Excellent communication skills (written & oral)
• Demonstrated ability to work independently in a fast-paced environment
• Demonstrated ability to provide excellent customer service even in difficult situations and operate with the highest degree of integrity
• Working knowledge of social media channels (particularly Instagram and LinkedIn)
• High technical proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams), general computing skills
• Internet skills including website back end, Microsoft Teams, Zoom, and SharePoint
• Travel four to five times annually, typically with at least one international trip

Nice to Haves

• Knowledge of incentives industry and / or meetings and events industry is a plus
• Familiarity with AI, WordPress, Canva, Salesforce, Google Analytics, and Hootsuite a plus

Benefits

• MCI USA is an established, family-friendly company offering outstanding benefits and significant growth opportunities.
• PTO: 13 paid company holidays, including closure Christmas Eve through New Year’s Day
• 401K: Medical, dental, vision and supplementary insurances
• Employer-paid family building benefit (fertility, adoption and surrogacy)
• Employer-paid mental health benefit
• Pet discount program