Simons Foundation

POSITION SUMMARY

Science, Society & Culture (SSC) seeks a coordinator, reporting to the program manager for SSC. The coordinator’s main responsibility will be to plan and deliver our public event series and provide additional support to one of our grant making initiatives. They will participate as an integral member of the SSC division while collaborating with multiple divisions across the foundation such as events, AV and communications.

A demonstrable passion for public engagement with science and a strong alignment with our team values are a must. You can find out more about our team in this article.

This position is a full-time position based on-site at the Simons Foundation’s New York City offices. Visit the Simons Foundation career page to learn more.

Simons Foundation Lecture Series Support and Other External Events – 80%

The coordinator will assist in the planning and execution of the administrative and logistical aspects of the Simons Foundation’s two major event series, Presidential Lectures and Presents:

1. Simons Foundation Presidential Lectures: these weekly curated, high-level scientific talks feature leading scientists and mathematicians and are intended to foster discourse and drive discovery among the broader NYC-area research community.

2. Simons Foundation Presents: a monthly discussion series exploring the connections between science, culture and society.

Each year we host 28 Simons Foundation Lectures and 12 Simons Foundation Presents. The coordinator will be expected to be present at all evening events and will work closely with the program manager and internal events team to ensure they run smoothly.

A holistic understanding of events across the foundation is required for optimal planning. The external-facing nature of these events requires the coordinator to represent the core values of the foundation when communicating with all constituents. There will also be a creative element to the role in suggesting themes, speakers and approaches for the program.

Open Interval & Triangle Program Support – 20%

The coordinator will work closely with the senior program manager to support the planning and execution of the administrative and logistical aspects of running the Open Interval and Triangle Program Initiatives—which aim to bring together artists, scientists and producing partners from across the country to form collaborative “triangles” that spark creativity and cross-disciplinary connection. Open Interval serves as the ideation phase—and first stage—of the Triangle Program—which serves as the implementation phase. Support for this program involves coordinating logistics and calendars, tracking correspondences, monitoring a shared inbox and assisting with other administrative tasks.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

• Work with the program manager to shape the lecture calendar six months to one year in advance, keeping in mind planned in-house and external events
• Research potential speakers for lecture series
• Manage and maintain the Airtable bases for Presents, Lectures and Triangle programs as a way to plan logistics, track progress, manage contacts, and ensure all tasks and deadlines are met
• Plan and coordinate event logistics including space reservations, communicating with shared services teams, and managing speaker travel arrangements.
• Work with the communications team on lecture information dissemination such as publicity, email newsletters and poster PDFs. Solicit biographies from confirmed speakers and work with the communications team on copyediting
• Monitor and manage lecture registrations, waitlists, and external guests
• Respond to lecture-related emails from registrants in a timely manner
• Process speaker honoraria and expense reports
• Support outreach and communication with review committees, applicants and awardees for Triangle Program
• Manage contacts lists of Triangle Program external organizations/partners
• Organize and maintain the Triangle Program shared drives to ensure that this serves as a single repository for all project documents, tools, and resources
• Take on other special projects and miscellaneous administrative tasks as needed
• Perform any other duties or tasks as assigned or required

MINIMUM QUALIFICATIONS

Education

• Bachelor’s degree

Experience

• At least 2–3 years of experience in events coordination and/or in arranging colloquia or scheduling speaking engagements for senior staff
• Familiarity with academia and/or the not-for-profit science space preferred
• Software proficient and eager to learn new platforms — such as Airtable, Microsoft Office, including Excel and PowerPoint, and Eventbrite

Related Skills & Other Requirements

• Outstanding integrity and professionalism
• Interest in science communication
• Comfortable with sending mass mailings
• Excellent organizational skills, judgment and diplomacy
• Strong written, verbal and interpersonal skills to communicate effectively and discreetly with diverse audiences
• Self-starter who can work independently or as part of a team
• Can execute on both large and small scales
• Demonstrated ability to meet deadlines, sometimes with small windows
• Strong attention to detail and follow-through; creative problem-solving abilities
• Proactive; can predict, identify and resolve issues in a timely and effective manner
• Able to work long and/or flexible hours for signature events when needed
• Knowledge of how metrics can be used to improve and target specific audiences is desirable

REQUIRED APPLICATION MATERIALS

• Include a résumé and cover letter describing your interest in the position

COMPENSATION AND BENEFITS

• The full-time annual compensation range for this position is $65,000 – $70,000, depending on experience.
• In addition to competitive salaries, the Simons Foundation provides employees with an outstanding benefits package.

About Science, Society & Culture

The Simons Foundation’s Science, Society & Culture division seeks to provide opportunities for people to forge a connection with science — whether for the first time or a lifetime. We engage the public in several ways — through grantmaking, Simons Foundation researcher engagement, public events, editorially independent media, and national initiatives.

Our Commitment to Expanding Pathways to Science & Opportunities for All

Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds, and experiences. The Simons Foundation is committed to advancing basic science and mathematics to benefit humankind and expand our collective understanding of our world. As part of our mission, we support partners, programs, and initiatives that seek to broaden the scientific community and open pathways to science and mathematics careers.

The Simons Foundation provides equal opportunities to all applicants without regard to race, religion, color, age, sex, pregnancy, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state, and local law.

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