Transportation and Fuels Meeting & Administrative Specialist

Organization
Great Plains Institute
Organization Summary

A nonpartisan, nonprofit organization, the Great Plains Institute (GPI) is transforming the energy system to benefit the economy and environment. Increased demand for GPI’s unique blend of energy expertise and consensus-derived solutions has driven organizational and programmatic growth. With headquarters in Minnesota, GPI’s operations are national in scope while retaining a core competency in the Midcontinent region. GPI is powered by more than 50 professionals and is supported by some of the nation’s most respected philanthropies. Please visit www.betterenergy.org to learn more.  

The Great Plains Institute (GPI) is a tax-exempt 501(c)3 nonprofit corporation based in Minneapolis, MN, and dedicated to transforming the energy system to benefit the economy and environment. We specialize in using consensus-based strategies to solve our energy and environmental challenges. Through research and analysis, consensus policy development, technology acceleration, and local action, we are leading the transition to clean, efficient, and secure energy:  www.betterenergy.org.

GPI has a fast-paced entrepreneurial culture in which people enjoy both great freedom and great responsibility. People who thrive in this culture take personal responsibility for seeing what needs doing and getting it done. They are self-starters, problem-solvers, and quick to help others. They work hard because they believe in the mission and get to spend most of their time at the intersection of what they love to do and are good at. It’s a working environment in which performance is judged more on results than on time spent in a chair. We aspire to make this the best job anyone has ever had.

Posting Date
Closing Date
Location in MN
Metro
Job type
full-time
Salary

Salary range: $55K-$69K, commensurate with experience.

Primary Duties

(65%) Meeting Planning, Execution, and Follow-up: The Transportation and Fuels team regularly convenes nearly 20 stakeholder groups and committees, including Drive Electric Minnesota, the Bioeconomy Coalition of Minnesota, Midcontinent Transportation Electrification Collaborative, Midwestern Clean Fuels Policy Initiative, and others. Additionally, program staff meet regularly in smaller groups internally and externally with partners and clients. Many meetings are hosted online, but there are several that take place in-person or in a hybrid manner. Throughout the process, the Specialist must communicate effectively and in a timely manner with internal colleagues, external clients and partners, and stakeholder groups while ensuring information is clear, succinct, and accessible to all parties.

The Specialist will be responsible for many tasks related to meeting scheduling, planning, execution, and follow-up, including but not limited to the following:

a.         Planning: Coordinate with multiple individuals and organizations to schedule and plan meetings of different sizes and lengths at various locations, including securing contracts with vendors and coordinating registration, venue, catering, technology, speaker slides, and other logistics while adhering to the budgetary constraints of a particular project. Develop and assemble meeting materials, including agendas, name tags, slides, and printed and electronic resources. These meetings may be in-person, virtual, or hybrid. For in-person meetings, develop a plan to ensure meeting materials are transported to and from meetings.

b.         Execution: Oversee meeting execution, including setting up and staffing welcome tables, testing A/V equipment, ensuring that catering arrives as scheduled, cleaning up materials and re-organizing furniture after meetings adjourn, and immediately troubleshooting any issues that may detract from the quality of the meeting. Respond in a timely and positive manner to requests for assistance from GPI staff, partners, clients, and stakeholders during meetings.

c.         Follow-up: Compile and disseminate meeting materials, including slides and notes. Communicate next steps and facilitate lines of communication between stakeholders, meeting speakers, and staff. 

(20%) Administrative support: Beyond meeting and event planning and execution, the Specialist will provide administrative support to the Transportation and Fuels team. Administrative duties will include but are not limited to:

d.         Database administration: Using GPI’s constituent relationship management software and Outlook, the Specialist will maintain constituent records for individuals and organizations participating in Transportation and Fuels initiatives.

e.         Membership drives: Drive Electric Minnesota and the Bioeconomy Coalition of Minnesota are two initiatives that are funded in part through corporate contributions. The Specialist will assist the Senior Program Manager in developing and carrying out these campaigns. Specific duties may include sending out email and mail pieces, coordinating campaign collateral, maintaining constituent records, assisting with member applications, and others as appropriate.

f.          Funding proposals: The Specialist will provide support to the Senior Program Manager, Vice President, and others to ensure funding proposals are submitted in a timely manner. Specific duties may include reviewing proposal requirements, coordinating proposal materials with external partners, and others as appropriate.

g.         Budget development: Assist the Senior Program Manager and other staff in developing meeting and event portions of project budgets.

h.         Budget tracking: Assist the Senior Program Manager in tracking grant and contract spenddowns and corporate contributions.        

(15%) Event management and execution: The Specialist will work with the Senior Program Manager to develop and execute an events strategy for the Transportation and Fuels team. Events may include ride and drives promoting electric vehicles, outreach events, forums, conferences, and others as appropriate. In addition to planning and executing events, the Specialist will assist others in preparing for events and ensure they have the materials they need. 

Other programmatic assistance: As requested by the Senior Program Manager or Vice President.

Experience

REQUIRED QUALIFICATIONS AND SKILLS:

  • 2-4 years of meeting or event planning experience
  • Experience working on a diverse team and with different communication styles 
  • Strong communication, interpersonal, and customer service skills
  • Strong organizational skills and attention to detail
  • Time management skills with ability to prioritize a large volume of tasks and deadlines
  • Self-motivation, enthusiasm, and willingness to learn
  • Must have a driver’s license and access to a personal vehicle to transport meeting materials (mileage will be reimbursed)
  • Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint, SharePoint)
  • Commitment to the mission and goals of the Great Plains Institute

DESIRED QUALIFICATIONS AND SKILLS:

  • Education background in hospitality, marketing, communications, and/or a related field.
  • Familiarity with event registration software
  • Experience working with event vendors and preparing contracts
  • Experience working with caterers
  • Experience developing and working with budgets
How to Apply

Apply here. Required application materials include a resume and one-page cover letter. A single PDF of all materials is preferred. Applications will be reviewed on a rolling basis until the position is filled.  

The Great Plains Institute is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other any other status protected under federal, state, or local law. GPI is committed to building a diverse, equitable and inclusive workplace for all.  

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