Global Special Events Assistant

ABOUT OUR CLIENT

Our Client is an international nonprofit organization dedicated to the fight against blood cancer and blood disorders by creating awareness, recruiting stem cell donors to provide a second chance at life, raising funds to match donor registrations costs, and supporting the improvement of blood cancer therapies by our own research.

POSITION SUMMARY

As a member of the Global Communications team, the Global Special Events Assistant will support the development and PR initiatives for the organization across its markets in the US, the UK, Germany, India, Poland, Chile, and South Africa.

In collaboration with the Global Special Events team, the Assistant will support the fundraising, promotion, planning and production of special events, with a primary focus on galas and cultivation dinners in New York and London. There will be additional opportunities to contribute to special events in other company markets as the program grows. In addition to event\-specific logistical support, this position will help to steward relationships with corporate partners, sponsors, and major donors and elevate the company's brand through marketing and PR initiatives.

RESPONSIBILITES

Responsibilities will include, but are not limited to:

Fundraising Administration

• Maintain accurate contact and donation information in Salesforce and acknowledge all event donations
• Prepare financial reports for internal tracking, event committees, and organizational leadership
• Fulfill sponsor benefits, including accurate logo/listing placement in digital and print materials
• Conduct research on prospective sponsors, event leadership and committee members, and vendors
• Organize thank you gifts, impact reports, and giving updates for event sponsors
• Lead donation transfers from UK, US, and DE while following correct tax protocol in said countries
• Coordinate sponsor payments efficiently and promptly while keeping streamlined processes, records, and communications for both internal and external contacts
• Identify payments received and conduct applicable follow\-up
• Liaise with external partners on payments and provide necessary documentations to fulfill payment while recording all information for internal purposes
• Conduct outstanding payment follow\-up both before and after the gala, insuring all pledges have been fulfilled
• Build relationships with external sponsors and partnerships with prompt communication, to include phone calls, emails, and meetings

Event Logistics Support

• Coordinate transfer of mailing lists, sponsorships, reservations, assets, and information from event honorees, chairs, and other stakeholders
• Support event marketing and fundraising communications, including early reservation letters, email campaigns, evites, and invitations; and maintain master mailing lists to segment appropriately and personalize for each communication campaign
• Serve as the main point of contact for guest names and seating requests; support formal seating approval process with key stakeholders; and support VIP calligraphy placement
• Provide on\-site event support, including but not limited to check\-in and guest services, volunteer management, and live auction support
• Ensure comfort of all gala guests to include dietary restrictions, correct table placement, and other requests
• Research and secure a calligrapher for each gala; provide the calligrapher accurate reports of guest names for place cards before arriving on site, streamlining the process
• Manage seating software preparations and changes.
• Train and lead volunteers on guest check\-in and place card placement on\-site with diligence
• Problem solve in the promptest manner during the gala to include guest seating changes, and technology issues, while remaining flexible with changes on\-site
• Provide external partners updated guest lists near the gala date, ensuring that VIP guests have been accounted for

Marketing \& Collateral

• Lead digital asset creation, including event landing pages and online ticketing and donation forms
• Maintain websites for an effective and simple user process, working with external partners as necessary
• Review and provide feedback on print collateral, including mailed invitations, on\-site materials, and internal communications
• Compile sponsorship contacts and addresses to mail invitations
• Support PR and social media outreach and promotion as needed

General Administration

• Create packing lists and coordinate supplies to various offices and venues
• Assist in vendor payments with internal and external entities and properly record and track payments
• Provide consistent and regular reporting to Fundraising and Finance departments
• Create, maintain, and frequently update Trello boards for each gala while continuously improving SOP’s for efficacy and effectiveness
• Keep record and compile of all past gala theme documentation, videos, photos, and links
• Ensure that all material that mentions the company’s statistics of donors and transplants is accurate

REQUIREMENTS/QUALIFICATIONS

• Bachelor’s degree (or equivalent work experience)
• Minimum 6 months of professional experience, preferably in fundraising, development, event planning, PR, marketing, or executive support
• Commitment to public service, volunteering, or cause\-oriented work
• Experience working independently and without supervision
• Excellent written and verbal communication skills, especially as it relates to collaborating with team members remotely and speaking with sponsors over the phone
• Possess strong interpersonal skills and high emotional intelligence
• Highly organized and resourceful
• Efficient, natural problem solver, multi\-tasker, high level of focus on details. All the details, big and small, must be managed as flawlessly as possible
• Proficient with technology with an aptitude for learning new systems \-\- Microsoft Office Suite (i.e. Word, Excel, PowerPoint, etc.) essential.
• Experience with Salesforce software or another database is preferred
• Must be proactive, extremely detail\-oriented, and ready to pivot to address changing needs
• Ability to work on tight deadlines while producing high\-quality work
• Available for early morning, evening, and/or weekend work as needed
• Must be available and have required documents for domestic and international travel.
• Ability to lift and carry boxes up to 20lbs, stand for long periods of time, and set up and break down event materials.
• Preferred but not required: valid driver’s license

Pay: $45,000\.00 \- $50,000\.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Work Location: Hybrid remote in New York, NY 10038