Role Profile
Job Title:World Fellowship and Events Assistant
Location:Award House, London
Reports To:World Fellowship and Events Director
Summary of Role
The World Fellowship and Events Assistant will provide effective administrative assistance to the World Fellowship Director and the Events team and will be responsible for the coordination of all World Fellowship and fundraising events. They will provide administrative assistance with the wider Fundraising team when required.
The World Fellowship is a global network of high level supporters, both personal and corporate, which was created in 1987 to fund the work of the International Award Association. There are now over 400 Benefactors, Fellows and Young Fellows in over 40 countries, who play a vital role in ensuring every young person aged 14-24 is able to access the Award, especially those who are at risk or marginalised.
This role is responsible for the key areas of:
- Providing administrative support to the World Fellowship, including finances
- Providing administrative support to the events and fundraising team
- Responsibility for the guest management and donor care surrounding an event
- Responsibility for the production of event publications and literature in liaison with the Communications team.
Key Responsibilities
- To support the World Fellowship and Events Director and the events team with the administration of the World Fellowship; communications such as the newsletter and mail outs; due diligence process; establishment and maintenance of the World Fellowship database.
- Administration of the World Fellowship finances, by liaising with the Finance team, eg cash cheques, raise invoices for event attendance, send acknowledgements, and maintain records.
- To support the events team with the administration of all aspects of fundraising events, and coordination of the paperwork for the Royal Households and briefing documents to all staff.
- To be responsible for pre and post guest management for some events such as invitations and thank you letters.
- To liaise with suppliers and management of supplier relationships.
- To produce event publications and event literature, working within a framework provided by the lead team/person of each event, and liaising with designers and printers to ensure all literature is provided to specification and ensuring that they are delivered to deadline and budget.
- To coordinate specific events where required. Work closely with the International Development and Events Manager to ensure all events run smoothly
- Support the wider fundraising team by maintaining the team diary and organising team meetings as required.
- To undertake such duties as may be directed by the World Fellowship and Events Director and the events team.
Person Specification
CRITERIA / ESSENTIAL / DESIRABLE / HOW IDENTIFIEDQualifications / Educated to degree level/or equivalent
Evidence of continuous professional development (CPD) / Application Form & Qualification Certificates
Experience / Demonstrable events and/or project management experience
Demonstrable experience of producing and editing fundraising and events material for a range of audiences
Previous experience of working in the charity/ not-for-profit sector
Experience of working with a range of internal and external stakeholders. / Experience of working with external suppliers.
Proof reading. / Application Form & Interview
Knowledge / Understanding of events management as a fundraising tool, and practical adaptations to maximise revenues
Cultural awareness and sensitivity.
Working knowledge of using a donor or client database system. / Knowledge of the International Award Foundation.
Experience of using Salesforce / Interview
Skills and Abilities / Report and letter writing skills.
Meticulous attention to detail and to complete tasks.
Ability to maintain confidentiality and work within protocols and procedures
Database and related project management software skills
Decision-making, problem solving and conflict management
Negotiation skills and relationship management skills
Budget and resource management
Excellent organisational and time management skills.
Computer literate. Experienced user of MS Word, Excel and PowerPoint. / Interview
Circumstances / 35 hours per week (Monday to Friday) with some flexibility required on or around the lead up to evening events.
Must be willing to travel on behalf of the Foundation, sometimes with overnight stays.
Overtime is not payable, though hours worked over and above standard contract can be taken in lieu of payment (in line with policy)
Benefits (Some are applicable after probation period): 25 annual leave days (plus bank holidays), Private Medical Insurance, Death in service payment of 4x salary, Healthcare Cash Plan, Joint Contribution Pension Scheme, Salary Sacrifice Schemes, Season Ticket loans
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