Position Description

We are seeking a Special Events Assistant to play a crucial role in the planning and execution of the organization’s fundraising strategy and donor engagement. This position reports directly to the Senior Manager, Special Events and supports all members of the Development Department. This position is hybrid work from home and onsite, with a minimum of 2 days/week in office.

RESPONSIBILITIES

Special Event Production

• Production for fundraising events, including but not limited to: the annual Village Fete spring fundraiser, annual Benefit Concert, Supper Club dinner series and annual members event.
• Schedule and coordinate interdepartmental events meetings
• Maintain inventory of Development special event supplies
• Provide on-site event support (including load in and load out) for all Development events, including rentals
• Monthly Expensify reporting for the Development department
• Liaise with external vendors and internal departments
• Create production schedules and staffing plans
• Assist with selection of décor and sourcing of event elements
• Make recommendations for the improvement of internal systems
• Other duties as assigned

Rental Event Production and Sales

• Research and budget for new sales channels for corporate and private rentals.
• Screen incoming rental inquiries and follow progress from gathering initial event details, to holding calendar dates internally and communicating with applicable PW departments once confirmed plus logging in internal systems.
• Maintain and regularly update materials on the rentals page of the PW website.
• Generate space rental agreements and special event vendor contracts, coordinate signatures, track invoicing/billing and completed payments.
• Develop and execute PR and marketing strategies to promote space rentals, and for fundraising events, plus partnered/sponsored corporate rentals.
• Organize and lead site visits and walkthroughs with potential rental clients and vendors
• Liaise with internal departments to staff the events and ensure proper infrastructure is provided for external events
• Provide on-site event support (including load in and load out)

Other

• Assist with planning board meeting logistics with applicable PW departments and holiday parties from invitations to catering.
• Assist tracking grants awarded to PW, from acknowledgment letters to logging deliverables.
• Perform general administrative duties including maintaining department files, records, billing, and reference materials.
• Take an active role in honing departmental systems and procedures.
• Interact with a broad range of staff, including facilities, membership, curatorial and visitor services in preparation of events, as well as vendors, visitor services, bar staff, volunteers, board members, residents, and general membership.
• Availability to work weekends and evenings as required.
• Assist with other projects as requested.

REQUIREMENTS

• 1-2 years relevant non-profit experience in a fast-paced work environment, preferably in the arts and culture sector or agency setting
• Expertise in Microsoft Office/Google Suites
• Experience with Mailchimp, Eventbrite, Stripe and Airtable a plus
• Familiarity with CRM software and database management a plus
• Strong writing, editing and inter-departmental communication skills
• Must be highly-organized, detail-oriented and self-motivated
• Discretion and confidentiality
• Creative problem-solver
• Ability to multitask
• Ability to work weekends and after hour events

COMPENSATION

$22/hour