Special Event Assistant (Part-Time)

The Special Event Assistant provides support to the Executive Director and Administrative Assistant in planning and implementing the 3rd Annual Celebration Dinner which is planned for Tuesday, March 20th.

This is a temporary (four month) part-time position with scheduled weekday hours from 10am – 3pm starting in December 2017 through April 2018. Evening hours are expected for monthly Board of Trustees meetings which are held the 3rd Tuesday of each month, and for setup of the Celebration Dinner on Monday, 3/19 and Tuesday, 3/20.

Duties and Responsibilities

Administrative/Reporting

  • Assist staff with processing of sponsorships and acknowledgements including updating the donor-base system as needed.
  • Assist with sponsor guests and dinner guests list.
  • Understand dinner budget to ensure expenses and income on are track for successful event.
  • Create and present reports to inform Board of Trustees

Silent Auction Oversight

  • Participate in soliciting donations with consideration to final Silent Auction offering to guests.
  • Organize the delivery of Silent Auction donations while determining value of donation, and end package category for each item.
  • Create Silent Auction writeups for over 50 packaged items offered at the dinner.
  • Provide suggestions and examples of Silent Auction display for dinner.
  • Review previous year’s winning bid checkout process and provide suggestions for revisions, if needed.
  • Lead and train Silent Auction volunteers to “sell” Silent Auction to dinner guests.
  • Determine and create any necessary printed materials for the Silent Auction – descriptions, paid slips, winning bid slips, etc.

Creative/Décor

  • Assist with the planning and development of event venue, table and stage décor for the dinner.
  • Coordinate with community partners to ensure creative/décor needs are met
  • Provide suggestions and recommendations for event decor

Marketing/Public Relations/Social Media

  • Assist with proofing, editing and distribution on all printed materials.
  • Create, proof, edit and distribute all print materials
  • Submit media/press releases for special event

Qualifications:

  • Computer experience (Word, Excel, Power Point)
  • Strong organizational skills with attention to detail
  • Self-directed, enthusiastic, and creative

The interview process will begin on December 12th.

Applications will be considered during the interview process, until the position is filled.

Interested applicants should submit resume to Julie Bailey via email: