Jobs

PROGRAM & OPERATIONS COORDINATOR

ILF CIVIC FELLOWSHIP PROGRAM COORDINATION 

  1. Engagement
    • Promoting the ILF Civic Fellowship Program
    • Developing/revising the Fellowship program book
    • Communicating with candidates, answering to their questions under the supervision of the Fellowship Committee about the program
    • Coordinating and managing a large class of undergraduate fellows (25 students)
    • Liaising with federal agencies regarding internship selection and onboarding
    • Planning and executing inter- and intra-organizational events for the Foundation and fellows with partner organizations (weekly seminar, intensive leadership training and workshops, social events/gatherings, conference and gala)
    • Attending professional events on behalf of the Foundation’s leadership
    • Providing mentorship to the fellows
    • Administrative tasks and office operations
    • Other responsibilities as assigned
  2. Event Coordination
    • Assist in coordinating details of career fair, vendors, and participants
    • Coordinate and monitor event timelines and ensure deadlines are met.
    • Initiates, coordinates and/or participates in all efforts to publicize event.
    • Assist with designing and disseminating promotional materials.
    • Send out invitations and manage RSVP list, manage correspondence.
    • Coordinate event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations.
    • Keep an inventory of backdrops, projectors, computers, and other display materials.
  3.  Communications
    • Developing bi-weekly/monthly email newsletters using MailChimp
    • Managing all communications between Fellows and ILF staff, as appropriate
    • Contributing to content posted on social media channels

OPERATIONS 

  1. General Office Operations: Buy and organize office supplies; answer phone calls; assist meetings (including an annual board of directors meeting); take notes of meetings; welcome/escort guests; manage office supplies; manage ILF’s press and business card directories; reserve conference rooms; coordinate with office receptionists; order catering service; copy and print documents; receive and send out mails and packages; manage technical issues of office computers, printers, scanners, and other tech supplies; work with the ILF’s accountant and financial management firm for tax filing, ILF’s business licenses and registrations, and monthly expense reports; recruit interns and volunteers on a rolling basis and manage them; and more.
  2. Donor Management: send an invoice to donors, receive and deposit donor check; coordinate with the ILF’s accountant and financial management firm to build up donation databases; buy, create, pack, and mail hundreds of donor gift; make timely correspondence to donor requests; and more. 
  3. Writing/Translation/Design: create, write, and edit formal letters, press releases, newsletters, and/or ILF alumni, program books, flyers, brochures, posters, content for the Company’s website, and other publications.
  4. Social Media & Web Management: take a responsibility of developing the ILF website, writing posts, and managing social media outreach (Facebook, LinkedIn, Instagram, and Twitter).
  5. Event Coordination (for ILF Local Advisory Boards): create a flyer, invite guests and press, manage RSVP; coordinate with each board’s chair and advisors, print out advisor certificates; prepare packets for press and advisors; pack a logo and other ILF marketing materials; set up a venue on site; emcee events; provide hospitality with VIP guests; collect scholarship fundraising checks and develop an excel spreadsheet of donations; take photos and organize them by each event; follow up with press and guests; and more.
  6. Event Management (for ILF Annual Conference & Gala)
  • Write and print ILF Annual Conference & Gala books, working with printing companies
  • Reserve a venue, take a tour of the venue in advance, set up the venue with ILF logos, marketing materials, and program books
  • Manage RSVP lists, create name tags and table numbers/names
  • Manage a registration desk and slides and AV equipment during each event, welcome and escort guests
  • Interns will be encouraged to attend Company official events and meetings and be involved in networking

PLACE OF WORK

  • ILF DC Headquarters: The Ronald Reagan Building & International Trade Center,1300 Pennsylvania Avenue NW #700 Washington DC 20004
  • ILF Maryland Office
  • Occasional domestic travels

WORK HOURS AND EQUIPMENT 

  • 40 hours per week, tailored based on weekly event schedule/needs
  •  The Coordinator is expected to attend and manage all Fellowship related events. Only on exceptional cases, will absences are approved.
  • From July 13 to July 20: please be available whenever our team needs you. Beginning two days before our national gala, we will work beyond typical hours in order to execute a smooth vent. Time/hours will be made up the week after Gala.
  • Equipment: Coordinator agrees to utilize personal laptop. ILF will provide workstation, wi-fi, flash drives, and printing options, with one shared desktop computer.

PAYMENT 

  • Based on education and experiences.
  • Metro transit stipend will be provided at the beginning of the summer.
  • ILF is an at-will employer

QUALIFICATIONS

  • a bachelor’s degree; fluency in Chinese is highly preferred; knowledge about general office environment and website management tools/social media/google apps/computer/ Microsoft (tech-savvy); interpersonal skills; a great writer; and a self-motivated and independent individual

RESUME TO ILF@ILEADER.ORG

INTERNSHIP/TRAINEESHIP

ILF interns and volunteers

 

TIMELINE 

  •       Applications are processed on a rolling basis. Interns would begin immediately.

PLACE OF WORK

  •       The Ronald Reagan Building & International Trade Center1300 Pennsylvania Avenue NW Suite 700 Washington DC 20004

COMMITMENT

  • 15- 30 hours per week  (depending on your schedule and our specific needs)
  • 40 hours per week from June 1 to August 31. However, work schedules may vary. During each summer, ILF has many evening and weekend events.
  • Gala Week from July 10 to July 20: Scheduling will be unconventional and availability will be expected upon request.

ROLES AND RESPONSIBILITIES

Administrative/Secretarial Support

  • Assist in general office operations  – buy and organize office supplies; answer phone calls; assist meetings; take notes of meetings; welcome/escort guests; manage office supplies; manage ILF’s press and business card directories; reserve conference rooms; coordinate with office receptionists; order catering service; copy and print documents; receive and send out mails and packages; manage technical issues of office computers, printers, scanners, and other tech supplies; create, pack, and mail hundreds of donor gift; and more. 

Program Coordination

  • Directly assist Directors and coordinators to implement ILF’s civic fellowship program, leadership training and workshops, and other internship/scholarship programs. Coordinate with external partners for the programs and manage program schedules and logistics.

Writing/Translation/Design

Interns will create, write, and edit formal letters, press releases, newsletters, and/or ILF alumni, program books, flyers, brochures, posters, content for the Company’s website, and other publications.

Social Media & Web Management

  • Interns will take a responsibility of developing the ILF website, writing posts, and managing social media outreach (Facebook, LinkedIn, Instagram, and Twitter).

Event Management (for ILF Annual Conference & Gala and ILF local Advisory Board/Alumni events)

  • Write and print ILF Annual Conference & Gala books, working with printing companies
  • Reserve a venue, take a tour of the venue in advance, set up the venue with ILF logos, marketing materials, and program books
  • Manage RSVP lists, create name tags and table numbers/names
  • Manage a registration desk and slides and AV equipment during each event, welcome and escort guests
  • Interns will be encouraged to attend Company official events and meetings and be involved in networking

Additional service or amendments to the services described above may be agreed.

QUALIFICATIONS

  • Current sophomore, junior, or senior student in college – we do not accept high school students.
  • Must be able to commute to the ILF DC office (Metro Center Station area).
  • Must have a valid driver’s license.
  • Must speak and write English fluently. Additional language skills (Chinese) preferred.
  • Be an excellent writer/editor and have experiences in editing formal letters, press releases, newsletters, policy papers, and/or speech notes.
  • Design skills (Adobe Illustrator, Microsoft Publisher, Photoshop) and web skills (WordPress, New Media platforms, Google Docs, Mailchimp) are highly desired.
  • Interests in Asian American and Pacific Islander communities, public policy, government relations, public relations, and/or non-profit.
  • Prior experience in event management and logistics (i.e. catering, set-up rooms and A/V equipment, order banners and signs, welcoming guests) and office management.

RESUME TO ILF@ILEADER.ORG