Events and Challenges Assistant

Caudwell Children; Newcastle-under-Lyme; On-site; GBP 20,000 - 25,000; Full time

Job summary

A charitable organization in Newcastle-under-Lyme is seeking a dedicated individual to support their Events and Challenges Team. This role involves managing volunteers, handling guest lists, and ensuring compliance with relevant regulations. The ideal candidate will be well-organized with excellent communication skills and a proactive attitude. Flexible hours are required, including evenings and weekends. This position offers a chance to contribute to a meaningful cause, improving lives through high-quality care and innovative research.

Qualifications

• Experience in volunteer management and event coordination.
• Ability to handle feedback and manage CRM systems.
• Capable of working flexible hours including evenings and weekends.

Responsibilities

• Support events by managing guests and volunteers.
• Maintain and update the CRM system with relevant data.
• Ensure compliance with health and safety regulations.

Skills

Organizational skills

Communication skills

Attention to detail

Proactive attitude

IT proficiency

Job description

Support the Events and Challenges Team in delivering all events and challenges by taking responsibility on the day. This may include volunteer management, guest list management, auction management, setup, or liaising with artists/suppliers. Please note that some evening and weekend work is required.

Assist with management of closing events by handling thank yous, feedback forms, final payments, and updating CRM systems.

Attend and document meetings related to Events and Challenges.

Maintain and update the CRM system with new contacts and updated information.

Support sales reporting and manage guest spreadsheets, ensuring all activities are logged.

Coordinate auction prizes by contacting donors and managing deadlines to ensure good customer service.

Log department intangibles monthly for accounts.

Communicate with supporters via calls and emails, follow up with fundraisers, and provide necessary resources.

Manage stock and resources such as merchandise, prizes, donated goods, and collection tins, ensuring proper logging and handling.

Support auction prize management by maintaining donor contacts and deadlines.

Oversee departmental debtors and coordinate follow-ups on debts.

Conduct research for event sponsorship, attending contacts, and high-net-worth individuals or brands.

Ensure compliance with ISO9001 processes and update website content for events and challenges.

Engage in outbound sales to support events and take lead on community events as established.

Communicate respectfully and inclusively with children, families, and stakeholders, adhering to Equality & Diversity policies.

Uphold confidentiality and data protection standards, working in accordance with GDPR 2018.

Adhere to health and safety regulations and report concerns per safeguarding policies.

Maintain resources and records securely and accurately, and participate in training and professional development.

Collaborate effectively with team members and stakeholders, ensuring compliance with policies and organizational values.

Work flexibly and travel as needed to meet role requirements.

The ideal candidate is highly organized, with excellent communication skills, attention to detail, and a proactive attitude. They should be motivated, able to work under tight deadlines, and proficient in IT and planning.

This role supports Caudwell Children’s mission to improve lives through high-quality care and innovative research. It offers a unique opportunity to be part of a growing, impactful charity.