Events Associate

Second Day; San Jose, Northern (CA, KY); Hybrid; USD 45,000 - 70,000; Full time

Job summary

Second Day in San Jose, CA seeks a Development Events Coordinator to support nonprofit partners. This hybrid role requires on-site work and occasional travel to affiliate sites.

You will manage registrations, sponsorships, and donor data while coordinating with the Events Manager and Production Specialist to ensure flawless events. You will help prepare run sheets, bios, programs, and collateral, and you will track fundraising progress by maintaining accurate databases and generating timely

Qualifications

• 1-4 years of experience in event production, development operations, fundraising, or nonprofit administration.
• Proficiency in Microsoft Office and Asana.
• Willingness to travel as needed.
• Experience with fundraising software or Salesforce preferred.

Responsibilities

• Create and maintain department event calendar with Events Manager and Event Production Specialist.
• Enter attendee registrations, sponsorships, gifts, and pledges in the database.
• Collaborate with Sponsors and event attendees via email/phone.
• Track fundraising efforts by maintaining database and generating reports.
• Assist with event logistics biographies, run of show, programs, and volunteer assignments.
• Attend and support all Development events.
• Prepare inventory of event supplies and manage post-event cleanup.
• Coordinate vendor negotiations and ensure payments and COI per agreements.
• Work with stakeholders to produce print and digital deliverables.

Skills

Strong communication

Time management

Collaboration

Attention to detail

Tools

Microsoft Office

Asana

Salesforce

Google Workspace

Job description

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 between the two using the Events Manager reviewed vendor contract.
• Following 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/supervises 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

Ability to perform the duties described above. A typical means of acquiring those abilities would
be:

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.