Meetings and Events Assistant

About the Jack Miller Center

The Jack Miller Center is a nonpartisan nonprofit organization dedicated to advancing education in America’s founding principles and history. Enjoying a 20-year history of trusted leadership in higher education and a network of 1,400 university scholars, we have grown into a national coalition of educators, thought leaders, and philanthropists working to ignite a renaissance of civic knowledge and purpose in America.

Our Key Initiatives

The American Political Tradition Project: Building and empowering a network of scholars committed to the teaching and study of the American political tradition.The Founding Civics Initiative: Driving innovation in university-based preparation for K-12 civics and history teachers, led by scholars and centered on foundational texts.The National Summit on Civic Education: Growing the movement of civics leaders, educators, and funders to advance solutions to the civic education crisis.

Position Overview

The Meeting & Events Assistant supports the day-to-day operations of the Meetings & Events team under the direct supervision of the Director of Meetings & Events. This role blends administrative support with event logistics, serving as a key organizational resource for the department across planning, vendor coordination, attendee communications, and internal operations. The ideal candidate brings a strong administrative foundation, exceptional attention to detail, and a genuine interest in developing a career in the meetings and events industry. This is a new position within the organization and will provide the opportunity for growth within the M&E team for the right individual.

Work Location: The Jack Miller Center headquarters are located in Bala Cynwyd, PA, a suburb of Philadelphia. Remote positions will not be considered.

Reports to: Director of Meetings & Events

Key Responsibilities and Duties

Administrative and Departmental Operations

Manage department calendars, meeting scheduling, and travel schedule for the M&E teamMaintain organized digital filing systems for contracts, vendor documents, certificates of insurance, tax exemption certificates, and event recordsPrepare invoices for Director approval, track departmental expenses, and assist with post-event budget reconciliation Draft correspondence, meeting agendas, recap notes, and internal status reportsManage department supply inventory and coordinate ordering as neededUpdate tasks in project management software on an ongoing basis and remind team of key milestones to ensure they are reached

Event Planning & Logistics Support

Assist planners with pre-event logistics including vendor coordination, room block monitoring, rooming list management, change log documentation and post-event notesMaintain and update event timelines, room diagrams, and production schedulesAssist with venue research including identification of potential propertiesSupport on-site execution of events including attendee registration and check-in, vendor load-in coordination, and real-time logistics support

Qualifications, Skills, and Requirements

Outgoing and personable with a natural ability to build rapport with vendors, colleagues, and event attendees at all levelsHigh energy and enthusiasm for a fast-paced, deadline-driven environment — brings a positive attitude even under pressureHighly adaptable; shifts priorities quickly when plans change on-site or in planning without losing composureAnticipates needs before being asked — proactively flags issues, fills gaps, and thinks two steps aheadExceptionally organized with strong personal systems for tracking tasks, deadlines, and follow-ups across multiple active projects simultaneouslyTakes ownership and accountability for assigned responsibilitiesCollaborative team player who communicates proactively

Preferred Qualifications

1–2 years of experience in an administrative, coordinator, or office support roleStrong proficiency in Microsoft 365 (Outlook, Word, Excel, Teams)Ability to work both independently and as part of a small, collaborative teamHigh level of discretion and sound judgment when handling confidential or sensitive informationAbility to stand for extended periods and lift up to 30 lbs during on-site event executionAvailability for occasional evening and weekend events as requiredAbility to travel domestically; estimated 5% travelPrior exposure to meetings, events, hospitality, or nonprofit operations

Benefits

In addition to a motivated and collegial team, the Jack Miller Center offers an excellent benefits package including 100 percent employer-paid group medical, vision, dental, short- and long-term disability insurance, and life insurance, a 401(k) plan with matching contributions, generous paid time off and paid holidays, and monthly smart phone reimbursement. Additional time off is provided to compensate for extended hours worked during meetings and events.

Salary: $46,000-$48,000

How to Apply

Please submit the following in one PDF file with your name in the file title and “M&E Assistant” in the subject line to [email protected]:

RésuméA cover letter detailing your experience and interest in JMC’s missionThree professional references

While we thank all applicants in advance for their interest in this position, we are only able to contact those to whom we can offer an interview.