Administrative Assistant - Fundraising Events - The HR Source
New York, NY 10001
About the Job
JobSummary
Wearelookingforadetail-orientedadministrativesupportTemptojoinourteam,withafocuson fundraising events. The ideal candidate will be highly organized, creative, and possess exceptional communication skills. In this role, you will be responsible for assisting with the planning, coordinating, and executing a diverse range of events throughout the year, ensuring a seamless and memorable experience for attendees while aligning with our brand vision to empower young people to transform theirlives.
ThisrolewillreporttotheDirectorofEventsandCorporatePartnerships intheUnited States.
Whatwillyoudo?
· ProjectManagement:
o Provide project management, keeping track of deadlines and other critical steps in the execution of upcoming events.
o Liaise with vendorsandothersuppliersoncriticaldeadlines,includingprintandPR.
· DataEntry&Management:
o Configureeventmanagementplatformforupcomingevents.
o Input and update donor, vendor, and attendee information into Salesforce, ensuring data accuracy and completeness.
o RegularlyauditSalesforcedatatomaintaintheintegrityofthesystem.
· DonorInvoices&Receipts:
o Communicate with donors and event attendees regarding invoices or receipts, ensuringtimelyandprofessionalresponses.
· VendorPayments&Reconciliation:
o Solicitproposalsandquotesfromvendorsandsubmitthemtoappropriatestaff.
o Process andtrackinvoicesandreceiptsrelatedtofundraisingevents.
o Collaborate with vendors to submit invoices for event-related services, ensuring accurate payment processing.
o Followupwithstafftoensuretimelypaymentsandresolveanydiscrepancies.
· EmailManagement:
o Manage and organize incoming event-related emails, responding promptly and forwardingmessagestorelevantstaffmembersasneeded.
o Assistincreating andsendingemailsolicitations,donationrequests, andevent invitations to potential guests and stakeholders.
· Budget&CashFlowMaintenance:
o Maintain and update event budgets and cash flow reports in coordination with the programmanager.
o Monitorexpensesandprovideregularbudgetupdates
· Calendar&DiaryManagement:
o Assistfull-timestaffwithmanagingtheircalendarsandschedules,ensuringall meetings, deadlines, and event-related activities are up-to-date.
· TaxExemptionCompliance:
o Prepareandsubmittaxexemptionforms,suchasST-119s,ensuringcompliancewith relevant tax laws to avoid unnecessary charges for the organization.
· Pre-andDay-ofEventLogistics:
o Coordinatehotels,flights,meals,etc.as neededfor events.
o Attend fundraising events to provide on-site support, which may include checking in guests,distributingeventcollateral,andcoordinatingwithvendorsforset-upand breakdown.
o Assistwithotherlogisticaltasksasrequiredtoensuretheeventrunssmoothly.
· GeneralAdministrativeSupport:
o Assistwithgeneralofficedutiessuch asfiling,preparingmailings,andmaintaining event supplies, etc.
o Providesupporttofull-timeeventstaffonvarioustasksas neededtoensurethe successfulexecutionoffundraisingevents.
· OtherDutiesasAssigned:
o Perform additionaltasksas required tomeettheneeds ofthe events and fundraisingteam,adaptingtoshiftingprioritiesandurgentrequests.
Whatdoyouneedtosucceed?
· Previousexperienceineventplanning, fundraising,oradministrativesupport is preferred.
· ProficiencyinusingSalesforceorotherCRMdatabasesispreferred.
· Strongorganizationalskillsandattentiontodetail.
· Excellentwrittenandverbalcommunication skills.
· Abilitytomultitaskandmanagetimeeffectivelyinafast-pacedenvironment.
· ProficiencyinMicrosoftOffice(Word,Excel,PowerPoint,Outlook).
· Experiencewithmanagingemailcampaignsormarketingcommunicationstools(e.g., Mailchimp and Canva) is a plus.
· Abilitytoworkbothindependentlyandaspartofacollaborativeteam.
