James Beard Foundation
Awards Coordinator
The James Beard Foundation (“JBF”) is a vital cultural institution with deep roots honoring and advancing the culinary arts industry. JBF’s mission is to celebrate, support, and elevate the people behind America’s food culture and champion a standard of good food anchored in talent, equity, and sustainability. As a 501(c) (3) national non-profit organization, JBF brings its mission to life through the annual James Beard Awards, industry and community-focused initiatives and programs, advocacy, partnerships, and events across the country.
The Awards’ Coordinator is vital in the Awards Program and its events and ceremonies. They support the Awards department and the broader Awards Committee with meeting and events administration and supporting marketing and PR efforts. This work requires attention to detail and timeliness. The Awards’ Coordinator must be proactive, adaptable, timely, discreet, and possess problem-solving skills.
The Awards’ Coordinator will report to the Meetings and Events Awards Manager, collaborate closely with team members and external stakeholders (Awards Committee and Subcommittees, Judges, Scouts, Semifinalists, Finalists, and Winners), and provide administrative support for the Awards team. Additionally, they will share responsibilities with another Awards Coordinator and assist with the annual JBF Awards.
Responsibilities
Responsibilities include but are not limited to:
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Create, manage, and track travel, hotel, food and beverage, audio/visual set up for all in-person subcommittee meeting held during the Awards cycle.
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Create, manage, and track air travel arrangements for all JBF staff and committees traveling to Awards ceremonies.
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Support Manager with all committees’ hotel, travel, and hospitality management.
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Serve as liaison with Executive Assistant of CEO and COO; as well as all other departments in collecting information regarding personnel and hotel needs.
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Manage Awards team ground travel; collect, save all receipts placed on corporate card.
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Update and track changes company-wide "run-of-show"/timeline for the Awards weekend—assignments for all participating JBF staff, event production partners, PR partners, and contact information.
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Liaise with and provide required information to Awards show producers, as assigned by the team.
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Provide manager and team support with the following:
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Review of all ceremony run-of-show and scripts, letters/distribution of letters
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Review and research for name pronunciations
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Tracking and shipping medallions and certificates to all award recipients
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Provide manager and team support with Awards production details, including:
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Production of ancillary Awards events including Committee + Judge Meet Ups and Panel discussions with nominees/previous winners, theme that is aligned with JBF mission or key areas of focus
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Communications with multiple departments, external partners and stakeholders in planning and providing details
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Updating/drafting correspondence and related documents (e.g., fact sheets)
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Track invitations, confirmations, follow ups
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Creation and updates of run-of-show
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Support during the weekend at check-in and back-stage
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Organizes, answers, and directs large volumes of correspondence and emails.
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Support Manager in collecting and tracking NDAs.
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Support Team Lead on the following:
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Honorarium and meeting-related reimbursements to all committee members
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Stipends to all relevant committee members and judges
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Tracking payments, and status of payment with finance department
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Manage dedicated email, tracking and fielding correspondence, ensuring prompt follow up to committee members
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Support VP and Director with budget management as needed
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Assist the Awards team with heavy calendar management, including scheduling meetings and follow-ups, often with multiple internal and external parties.
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Works both independently and as part of a team on specific projects as assigned, such as ensuring that the Awards team has the tools to plan, coordinate, run and assess the status of ongoing Award’s initiatives and efforts; handles matters expeditiously, proactively, and with follow-through to successful completion.
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Proactively researches, develops, and implements systems for continual improvement of information flow for VP of Awards and Awards team and serves as a liaison between the Awards team and other teams across the organization for administrative support-related needs as required.
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Provide general administrative support, including assisting with onboarding for consultants and freelancers, creating, editing, and managing documents.
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Partner with another Award Coordinator where required.
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Undertaking research for ad hoc projects or assignments.
Requirements
To be effective in this role, key core competencies and personal characteristics include:
Qualifications:
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2-3 years of professional experience in an office or experience as an assistant for producers/marketing/event agencies. Experience working events/festivals with multiple stakeholders, managers, venues, talent is a plus
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Experience creating hospitality-related documents; and experience managing travel, hotel lists and liaising with event producers
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Experience managing budgets and tracking payments
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Experience ordering F&B for meetings; breaks; events
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Experience with A/V for meetings; events
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Demonstrated ability to plan and organize projects
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Excellent verbal and written communication skills
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Superior proficiency in a variety of computer software applications (Microsoft Outlook, Word, Excel, PowerPoint, and Teams; Survey tools, Zoom, Award Force, SalesForce or other database software, Monday or other productivity software, etc.)
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Commit to excellence and high standards
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Strong sense of initiative, self-starter with a drive to succeed and to learn diverse areas of development
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Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow
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Ability to prioritize work assignments, handle multiple tasks, work with multiple supervisors, and function independently
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Ability to deal effectively with the diversity of individuals at all organizational levels
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Good judgment with the ability to make timely and sound decisions
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Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
The salary range for this position is $55,000 - $58,000.
Benefits
JBF offers its employees a dynamic work environment with benefits including medical, dental, and vision coverage for employees and their dependents; life insurance; flexible spending account; commuter benefits; retirement savings; employee assistance program; tuition reimbursement/ professional development; and generous paid time off. We also offer fertility planning support and up to 18 weeks of paid parental leave. Additional perks include staff events, tickets to events at Platform by JBF (Pier 57), and much more.
The Foundation currently works a hybrid schedule that requires employees to be in our NYC office 2 days per week. This position is not eligible for relocation.
JBF requires all employees to be fully vaccinated and boosted for COVID-19 unless a medical or religious accommodation is needed in accordance with applicable law.
