Events Associate

Planned Parenthood of the Pacific Southwest; San Jose (CA); Hybrid; USD 52,000 - 66,000; Full time

Job summary

Planned Parenthood of the Pacific Southwest in San Jose, CA is seeking an Event Coordinator to manage the department's event calendar and support fundraising events.

You will handle attendee registrations, sponsor communications, vendor coordination, and post-event reporting while collaborating with the Events Manager and Production Specialist.

This hybrid on-site role requires travel within the affiliate and occasional overtime during event seasons; weekend/evening hours may be required.

Qualifications

• 1-4 years of experience in event production, development operations, fundraising, or nonprofit administration preferred.
• Proficiency with Microsoft Office suite (Outlook, Word, Excel, PowerPoint, SharePoint) and Asana.
• Ability and willingness to travel.

Responsibilities

• Create and maintain department event calendar with Events Manager and Event Production Specialist.
• Enter attendee registrations, sponsorships, gifts, and sponsorships in the database.
• Coordinate with sponsors and attendees via email and calls.
• Follow up on sponsorship and attendee data gathering efforts.
• Import invitation and attendee lists to the database.
• Track fundraising efforts by maintaining host committee reports.
• Prepare event logistics materials such as bios, run of show, scripts, and programs.
• Attend and support Development events.

Tools

Microsoft Office

Asana

Salesforce

Job description

Location: San Jose Admin, 1691 The Alameda, San Jose, CA 95126, USA

Responsibilities

Create and maintain department event calendar in collaboration with Events Manager and Event Production Specialist.

• Enter attendee registration, sponsorship recognition, event pledges, gifts, and sponsorships in database
• In close collaboration with the Events Production Specialist, correspond with sponsors and event attendees
• Follow up with sponsors and attendees on sponsorship and attendee data gathering efforts
• Import invitation and attended lists to database
• Track and monitor event host committee fundraising efforts by maintaining database and distributing reports
• Support in the preparation of event logistic materials such as attendee and speaker bios, run of show, scripts, programs, sponsorship lists, and volunteer and staff assignments
• Attend and support all Development events
• Maintain and prepare inventory of event supplies, including packing and loading of supplies ahead of events, and organizing and cleaning up post event
• Support in event site setup and cleanup
• Support the production of event collateral and materials such as nametags, seating charts, registration lists, and other day of event necessities, leveraging mail merges and database reporting
• Support event production by collaborating with internal and external stakeholders to facilitate the timely vendor negotiation process between PPMM Legal and the vendor by being the liaison using the Events Manager reviewed vendor contract
• Follow protocols to ensure timely vendor payments and to obtain Certificate of Insurance, per signed agreements
• Support development of print and digital deliverables
• Adhere to Safety & Security Team protocols to ensure event safety
• Create, review, and update event procedures in collaboration with Events and DevOps staff
• Adhere to c4 and PAC event and protocols to ensure compliance
• Work with/supervise volunteers/interns as applicable
• Travel required within affiliate territory, with occasional out of territory travel needed
• Complete event related credit card expense reports
• Post non-event gifts during peak times and when backup is needed
• Perform other duties as assigned

Qualifications

• 1-4 years of experience in event production, development operations, fundraising, or nonprofit administration preferred
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, SharePoint) and Asana
• Proficiency with Salesforce, or equivalent database or fundraising software
• Ability and willingness to travel

Requirements

• Excellent time management, organizational and decision-making skills with exceptional attention to detail
• Excellent oral, written and interpersonal communication skills
• Ability to manage multiple priorities and deadlines
• Ability to maintain accuracy and focus while performing detailed and process-driven work
• Ability to take direction and work both independently and collaboratively while contributing positively to a high-performing, collaborative team
• Ability to coordinate development or administrative projects
• Ability to relate professionally to major donors, staff, and the public and to collaborate with diverse groups
• Commitment to continuous improvement
• Travel may vary based on the needs of the organization
• This position is a hybrid role that will require regularly scheduled on-site work at a local health center or administrative office
• Weekend and evening hours are required leading up to and during events, occasional overtime required during event season
• Must have personal, reliable transportation, and valid driver’s license

Equal Opportunity Employer 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.