Development Associate and Special Events Coordinator - 11-145 - SC/ Orange County Pool

The Salvation Army USA Western Territory; Tustin (CA); On-site; USD 45,000 - 50,000; Full time

Job summary

The Salvation Army USA Western Territory attains its mission through development support for events and donor relations. The role provides essential administrative backing to ensure successful galas and donor engagement, coordinating with the Director of Development and other team members.

Responsibilities include event logistics, guest management, and on-site coordination while maintaining financial tracking and vendor contracts.

Qualifications

• Bachelor's degree preferred; minimum 2 years in event or project management.
• Strong organizational and communication skills.
• Ability to work some weekends and lift up to 40 lbs.
• Experience with donor management and event logistics is a plus.

Responsibilities

• Lead the planning and execution of the annual gala and other special events, overseeing all aspects of event development and preparation.
• Maintain guest lists and serve as a primary contact for donors at events.
• Coordinate invitations, communications, and on-site day-of-event logistics.
• Maintain financial tracking spreadsheets for reporting purposes.
• Administer vendor contracts and ensure compliance and timely execution.
• Collaborate with internal and external partners to ensure smooth events and positive donor experiences.

Skills

Event coordination

Donor relations

Communication

Time management

Teamwork

Education

Bachelor's degree (preferred)

Tools

Microsoft Excel

Microsoft Word

Job description

Mission Statement

The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

Position Summary

Report directly to the Director of Development. Support the Development team with administrative duties, while managing special projects.

Pay Range

$33.00/hr. - $36.00/hr.

Specific Duties

Special Events

• Primary responsibility for the successful execution of each event, ensuring all logistics, vendors, timelines, and event-day details are effectively managed.
• Lead the planning and coordination of the annual gala and other special events, overseeing all aspects of event development and preparation.
• Maintain and update event guest lists, ensuring accuracy and organization.
• Serve as a primary point of contact for donors, managing table assignments, accommodations, and event-related needs.
• Coordinate and assist with invitation mailings and event communications.
• Maintain financial tracking spreadsheets, ensuring data is accurate, current, and prepared for reporting purposes.
• Order and manage event supplies and materials as needed.
• Provide on-site event support, including setup, coordination, and day-of-event logistics.
• Administer vendor contracts, ensuring timely execution, compliance, and proper documentation.
• Collaborate with internal teams and external partners to ensure seamless event operations and a positive donor experience.
• Support event timelines and project plans to ensure key milestones and deliverables are met.
• Lead event management from concept to execution, utilizing advanced planning to secure venues, talent, and critical event components.

Support Director of Development and Development Team, duties include but not limited to

• Create agenda for team meetings.
• Contact donors, when necessary, answer donor calls, take donations and assist as needed.
• Order office supplies and maintain the level of supplies.
• Upload CFC items (i.e., contracts or invoices) to TSAMM.
• Responsible for coordinating holiday gifts and giveaways.
• Receive checks that need to be processed from finance.
• Use copier to make clear, legible copies of each check, along with any letters attached that designate where funds should be allocated.
• Data entry of checks into weekly spreadsheet.
• Properly designate correct fund code for each donation check.
• Verify accuracy: Cross-check the entered data against the original checks to ensure accuracy.
• Report Issues by notifying finance team of any discrepancies or issues with checks or data entry.
• Maintain records of copies and logs for future reference or audits.
• Various tasks as assigned by Director of Development.

Advisory Board

• Help set up and tear down bimonthly meetings.
• Take meeting minutes and send out meeting reports to the advisory board.
• Maintain and update board roster.
• Send out meeting invitations and reminders providing all necessary details to board members.
• Maintain organized records of Advisory Board meetings agendas, minutes, and related documents for easy access and reference.
• Communication Liaison: act as contact for board members, facilitating clear and timely communication regarding inquires.
• Stay informed about organizational policies, procedures, and programs to provide accurate information to board members.

Donor Relations Support

• Assist Donor Relations Directors with various mailings
• Help to create quarterly touch points for donors
• Create and send gift acknowledgement letters
• Write monthly thank you letters for donors
• Coordinate special projects as needed
• Assist in donor research

Database Management

• Maintain donor database by updating and keeping clean records
• Run various reports
• Access various donors in database when needed

Community Engagement

• Support efforts to increase and strengthen The Salvation Army's visibility and community awareness throughout Orange County by planning, coordinating, and participating in community outreach events.
• Research and identify major corporations' volunteer programs, and in conjunction with Salvation Army facilities and programs, partner with county volunteer coordinator to facilitate volunteer opportunities.

Other assigned duties by supervisor.

Core Competencies

• Oral Communication: Speak professionally, clearly, and persuasively in a variety of potentially challenging situations; seek clarification and respond appropriately to questions.
• Written Communication: Write clearly and informatively; edit work for spelling and grammar; present numerical data accurately; read and interpret written information.
• Teamwork: Balance team and individual responsibilities; Build a positive team spirit, morale, and group commitment to established goals, core values and objectives.
• Event and Project Management: Plans and executes multiple events and projects from concept through completion; develops timelines, coordinates resources, monitors deliverables, and meets established deadlines.
• Planning and Organization: Prioritizes competing responsibilities, anticipates needs, maintains organized records, and manages event details with minimal supervision.

Working Conditions

Ability to walk, stand, bend, squat, climb, kneel and twist on an intermittent or sometimes continuous basis. Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead. Ability to operate computer, fax, and telephone. Ability to lift up to 40 lbs.

Minimum Qualifications

• By virtue of its direct contact with, and representation to people who engage in Salvation Army programs, people who demonstrate an understanding of The Salvation Army's Christian mission are required for this position.
• Bachelors degree (preferred)
• Minimum 2 years experience in event management or project management preferred
• Must be in good physical health and mental health, capable of meeting the demand of the position.

Skills, Knowledge & Abilities

• Efficient in Microsoft Excel and Word
• Must be a team player and have the ability to communicate effectively.
• Ability to work some weekends.
• Must possess effective time management skills.
• Must be able to prioritize work and meet deadlines.
• Must model professionalism and time management skills.
• Excellent verbal and written communication skills.
• Computer literate; effectively use computerized database for resident file management, with basic skills in Microsoft Office: Microsoft Word, PowerPoint, Excel, and Outlook email.

Qualifications

Education: Bachelors (preferred)

Experience: 2 years: Minimum Experience In Event Management Or Project Management. (preferred)

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.