Events and Meetings Coordinator, William Penn Foundation

Posted by William Penn Foundation on June 2, 2026

The William Penn Foundation, founded by Otto and Phoebe Haas in 1945, is a leading American philanthropy located in Philadelphia with over $3.7 billion in assets and a $155 million annual grant budget. Our approach to grantmaking is focused on one central idea: let’s help make more lives better by connecting more people to more opportunities and more resources. We aim to do this work in the Philadelphia region particularly for groups of people who have often been shut out of opportunity in the past because of disinvestment, discrimination, or systemic inequities.

Position Summary

The Events and Meetings Coordinator will be responsible for three objectives within the Foundation’s operational strategy:

• Learning Communities event planning, execution, and oversight
• Foundation event and meeting planning, execution, and oversight
• Front desk and shared administrative support

Events and Meetings Responsibilities

• Manage all aspects of Foundation event and meeting needs, including coordination, planning, and management of space needs and logistics, vendor management and contracts, catering, invites, RSVP response, coordination with lead staff and guest parties, building security, technology setup and operation, and all other event needs.
• Event Planning and Logistics: Independently manage all aspects of events, including venue selection, catering, décor, and on-site setup/teardown.
• Set-up and operate all audio-visual and technology needs for in-person, remote, and hybrid meetings and participants.
• Organize and coordinate annual organization planning activities including scheduling planning meetings, drafting agendas, managing meeting logistics, and coordinating meeting follow-up.
• Manage a Foundation-wide master calendar of meetings, events, and convenings to provide transparency and coverage for support.
• The Foundation utilizes an offsite meeting space located less than a half mile from our main office. The Events and Meeting Coordinator will be responsible for coordinating and traveling between both locations on a daily/weekly basis, ensuring the offsite space is fully prepared for meetings and events, including maintaining adequate supplies and upkeep of shared spaces such as the kitchen and room setup.

Front Desk and Other Shared Administrative Responsibilities
Some of the duties may include:

• Front desk responsibilities include responding to all incoming telephone calls, taking accurate messages or routing as needed. Forwarding messages from general mailbox.
• Greet visitors and attend to their related needs and requests.
• Create a neat, organized, and welcoming reception area.
• Provide program and administrative staff with support in scheduling, meeting planning, travel arrangements (for staff and guests), staff business expense reimbursements, and other administrative needs.
• Operate office voice mail system, digital faxing needs, and postage meter.
• Handle all mail receipt, distribution, and deliveries (control sheets), with special attention paid to time sensitive material such as proposals. Date-stamp and forward mail in absence of Senior Administrative Support Specialist.
• Prepare and coordinate delivery/receipt for UPS, FedEx, etc.
• Serves as primary liaison to vendors and building management for routine maintenance and security requests.
• Maintains, tracks, and orders building/office access/key cards for current and new staff.
• Creates schedule for ensuring front desk coverage.
• Prepare morning coffee and maintain shared kitchen and common areas.

Learn more and apply