About WHYY

WHYY serves the Philadelphia region with trusted journalism, eye-opening storytelling and intimate local arts programming. Our curiosity and commitment to this community is what drives our programming. It’s also what drives our hiring.

Below you’ll find an employment opportunity in the fast-paced setting of the Philadelphia region’s leading public media provider. The award-winning professional staff of WHYY sets the bar high in television, radio and online. Whether it’s preparing a program to air or a behind-the-scenes role in support, all positions are vital to continuing—and growing—our impact in our community.

WHYY offers a voice to those not heard, a platform to share everyone’s stories, a foundation to empower early and lifelong learners and a trusted space for unbiased news. Learn more about our Social Responsibility Program. It’s how we live.

About the Role

The events coordinator is responsible for project managing WHYY’s revenue and non-revenue generating virtual and in-person events. This position oversees the development, planning and implementation of medium and large-scale initiatives and events across departments to promote and market WHYY’s content, projects and personalities throughout the region in order to attract and maximize donors and audience engagement.

MAJOR DUTIES AND RESPONSIBILITIES

Overall:

• Incorporate best practices regarding confidentiality into all job duties and communications in accordance with WHYY policies and procedures and other applicable regulations.

• Represent the organization positively with a prominent level of professionalism at all events.

• Ensure information accuracy through proofreading.

• Build and maintain relationships with outside vendors for events.

• Identify partners for food, entertainment, promotion and other supplementals that will enhance event experience.

• Understanding of key performance indicators in events management.

• Adhere to WHYY’s vision, mission, and values.

• Be willing to plan, coordinate and implement events which may be in the evenings or on weekends.

Lifelong Learning Award:

• Lead event planner for WHYY’s annual preeminent fundraising event to be offered virtually and in-person.

• Work with other departments including corporate sponsorship, Fresh Air, and marketing on all aspects including securing an honoree, timeline, invitations, sponsorship materials, production, catering, and more.

• Secure vendors and manage the deliverables and relationships.

• Coordinate social media efforts.

• Create creative themes and offerings for the event to stand out.

• Develop necessary promotional materials to ensure goals for the event are met.

• Be present during the event and run the run-of-show.

NPR and PBS Related Events:

• Plan and execute a minimum of 20 public media related events. These event themes can include, for example, a Downton Abbey movie screening, visits by hosts of NPR and PBS shows, PBS Kids, cooking demonstrations, meet-and-greets with BBC reporters, and more.

• As the lead event planner - manage the events calendar for WHYY and create an annual line-up that offers events across our programmatic coverage areas.

• Coordinate logistics and customer service around event execution.

• Exercise knowledge of marketing protocols and advise management and colleagues on protocol for events.

• Assist with development of event budgets, including purchasing and invoicing.

• Develop relationship with members, reach out to member and non-member event guests prior to and during events to encourage membership and facilitate member contributions.

• Mediate between staff, volunteers, and interns ensuring all elements of events are thoroughly communicated across all pertinent departments.

• Using database, prepare R.S.V.P. lists, coordinate guest lists in advance, and related data and reporting after execution of the event.

Funder Events:

• Plan approximately 12 small to medium sized events targeted at engaging funders, primarily major donors, mid-level donors, and foundations. These special, more intimate events may include, for example, a donor house party, a Media Labs site visit, a film screening, a guided nature walk, etc.

• Coordinate events, including goals, in partnership with the Director of Foundation and Corporate Relations and the Director of Philanthropy.

• Assist with writing invitation and acknowledgement copy across platforms.

• Attend event functions, as needed, and monitor event implementation, contractor performance and clean-up.

• Coordinate the appropriate after event follow-up with attendees for cultivation and recognition purposes.

Community Events:

• Professionally plan, coordinate, and manage a variety of community events that will accomplish the goals of raising awareness around WHYY programs/initiatives.

• Plan a minimum of 6 events at Continuing Care Retirement Communities in our tristate region. This traditionally entails booking a WHYY host or reporter as a speaker at a CCRC as part of their activities lineup. Ensure that AV needs are met and that all materials are prepared, as needed.

• In partnership with the Public Information Coordinator, update the regional community about relevant events.

• In partnership with the Social Media Coordinator, promote event opportunities, pre and post, via social media.

Other:

• Perform other tasks assigned by supervisor.

• Maintain a regular and predictable attendance.

Qualifications

Education: A High School Diploma required. Associate degree in Marketing, Communication or equivalent field preferred.

Experience: 3 years’ minimum experience in events coordination planning a variety of public-facing events. Past experience with public media is a plus.

Technical Skills: Experience with Microsoft Office Suite.

*All WHYY employees are required to receive the COVID-19 vaccination. Proof will be required upon hiring.