Job Title: Event Support Associate
Supervisor: Chief of Community Engagement
Job Summary: The Event Support Associate plays a vital role in ensuring the success of annual fundraising events and activities by contributing to their planning and execution in a collaborative team environment. This position emphasizes managing data tracking, leveraging event technologies, and maintaining organizational systems to streamline processes and deliver impactful results. The ideal candidate will bring strong organizational skills, attention to detail, and a passion for supporting meaningful initiatives.
Minimum Qualifications:
- Bachelor’s or associate degree or 2 years of relevant work experience
- Excellent organizational and interpersonal skills
- Expertise in Excel
- Extreme attention to detail
- Ability to prioritize workload in a busy environment
- Ability to communicate tactfully and effectively, both verbally and in writing
Job Tasks:
- Assists with planning and implementing successful fundraising events, specifically with event logistics involving data tracking, technologies, and organizational systems
- Achieves thorough knowledge of event software and researches best practices or alternative software options for use across events
- Utilizes event software to set up events, manage guest lists, facilitate communication, pull data, and transfer accurate data across databases
- Assists with soliciting, tracking, collecting, and inputting of auction donations, as well as package fulfillment and coordination post event.
- Creates desirable auction packages, writes descriptions and promotes packages through different forms of communication
- Sets up event software for use at events, trains volunteers on use of software and attendee interaction, and manages day-of event registration
- Creates post-event outstanding outreach lists and assists with post-event close out and reconciliation
- Achieves thorough knowledge of donor database and event software; creates transaction pages, pulls data, tracks committee hours, etc. across events
- Manages event task list software and creates automations to disseminate information and to-do items to appropriate team members
- Works with Event Managers to manage and update data tracking documents (task lists, budgets, etc.) across events
- Creates and tracks expenditures across events and ensure vendors are paid on time.
- Works with Development Team to develop and maintain consistency in data tracking documents (task lists, budgets, etc.) and filing systems within SharePoint
- Attends event committee meetings and performs administrative tasks, including printing documents, taking meeting minutes, and tracking participation
- Works with Event Managers to prepare packing list and staging prior to events
- Creates, delegates and tracks pre and post event thank you notes
- Participates in weekend and after-hours events and projects, as needed
- Provides support services via program coverage, as needed
- Attends monthly staff meetings and other community meetings as assigned
- Maintains a comprehensive knowledge of the mission, core values, and vision of the organization and the children’s advocacy model
- Performs other duties as assigned
FLSA: Non-Exempt
Physical Requirements:
Reaching Occasionally
Handling Occasionally
Communicates Frequently
Hearing Frequently
Near Acuity Frequently
Vision Accommodation Occasionally
Color Vision Occasionally
Field of Vision Occasionally
Strength: Light Work - Lift up to 20 pounds occasionally
Environmental Conditions: Noise: 3 Moderate
Work Situations:
Direct/Control/Plan
Data Analysis
Dealing with People
Making Judgments/Decisions
Equal Opportunity Employer
CACTX guidelines designate Children’s Advocacy Centers as an essential employer.
