Job Description

Job Title: Events Administrative Assistant

Department: Special Events

Reports to: VP of Development & Corporate Relations

Exempt/Non-Exempt: Non-Exempt

Primary Function:

Under the direction of the Vice President of Development & Corporate Relations, the Administrative Assistant will work closely with the VP of Development & Corporate Relations and the Special Events team to ensure that event reporting and administrative tasks are accomplished in a timely manner which will assist the team in achieving event goals. This position will perform a wide variety of administrative tasks including data entry, drafting, editing, and revision of letters, reports, and other materials including taking minutes at various meetings. The position will include some weekend and evening hours but will not exceed a 40-hour work week.

Key Responsibilities (Essential Functions):

· Works closely with Vice President of Development & Corporate Relations and Special Events

team to ensure that event reporting and administrative tasks are accomplished for team to achieve event goals.

· Perform and wide variety of administrative tasks including data entry, drafting, editing, and revision of letters, reports, and other materials including taking minutes.

· Perform basic, routine bookkeeping functions relative to events department budget including tracking purchases and expenditures and may assist in budget development process.

· Successfully track and communicate event logistics for assigned fundraising events to attendees and BGCPBC team members.

· Track event revenue and ensure timely data entry, financial transactions, gift acknowledgements, invoicing, and financial reporting.

· Assist with planning timelines and task assignments for assigned fundraising events.

· Assist with monthly Events expenses by tracking and submitting receipts to the Accounting Team in a timely manner. Include submitting check requests and purchase orders for event materials.

· Work with BGCPBC’s Volunteer Coordinator with volunteers for fundraising events. Ensure clear communication, management, and follow-up.

· Work with BGCPBC’s Special Events team to produce and manage strategic invitation and sponsorship mailing lists for assigned events. Manage mailing process.

· Assist with building events including tracking RSVP and table guests.

· Assist with on-site event production and clean up as necessary.

· Assist with post-event follow up with donors, staff, and event attendees.

· Travel between sites and to activities as necessary.

· Communicate with events staff when necessary to carry out essential functions.

· Occasionally participate in event committee/board meetings.

· Work closely with Club staff to ensure involvement of Club members at fundraising events.

Relationships:

· Internal: Maintain close contact with staff, to receive/provide information, discuss issues, explain guidelines/instructions; instruct; and advise/counsel.

· E xternal: Maintain contact and build relationships with community groups, external staff

and volunteers, donors, and others to recruit or to assist in resolving challenges.

Skills & Knowledge Required:

· Associate’s/Bachelor’s degree or equivalent work experience preferred.

· Self-motivated and resourceful with superior organizational and time management skills.

· Excellent interpersonal skills and ability to work collaboratively with other advancement and accounting team members, senior management and BGCPBC Board volunteers/members.

· Must be a team player with the ability to work independently.

· Attention to detail and ability to manage multiple projects is critical.

· Strong writing and verbal communication skills.

· Must be flexible to work evenings and possibly weekends.

· Able to travel to off-site Clubs, meetings, and events regularly.

· Must be willing to join a quick-paced energetic team, and work with a group of talented, committed volunteers.

· Frequently lift and/or move 30+ pounds.

· Strong computer skills required. Knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint, Publisher), Adobe Acrobat, and Social Media web platforms.

· Experience with basic bookkeeping.

· Valid Florida Driver’s license with safe driving record.

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