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Special Events and Development Assistant

 

Job Title:                     Special Events and Development Assistant

Classification:                     Full Time

                                                Entry Level, Non-Exempt

Department:               Development

Reports to:                  Manager of Annual Giving and Special Events

Job Duties and Responsibilities

Special Events

  • Support the Manager of Annual Giving and Special Events and contribute as an event team member in all phases of event planning to ensure success of events.  Efforts may include: securing locations, management of event expenses, processing transmittals for ticket/table purchases, donations, and revenue, processing vendor payments, equipment coordination, drafting invite and email copy, event set-up and breakdown, electronic tracking of multiple events and ability to report on their current and projected completion status, along with maintaining and updating electronic guest lists. Provide creative and administrative support for fundraising Special Events.
  • Provide assistance with planning donor events and donor acquisition events.  Be a contributing member of brainstorm sessions for event ideas, locations, themes, etc.
  • Proactively manage annual events calendar to include the portfolio of recurring event and advance planning of new activities with direction from the Manager of Annual Giving and Special Events.
  • Provide administrative support for all events (pre and post-concert receptions, etc.)
  • Responsible for preparing event briefings and debriefing materials
  • Know and adhere to all legal parameters for events
  • Encourage and seek in-kind donations to defray event costs

 

General Development

 

  • Support various committees by preparing agendas, meeting minutes, and other communications or follow-up.
  • Review and edit donor listings to be included in various publications, sponsor listings, and other event materials
  • Document, update and maintain the operational procedures binder and be a contributing member of process review meetings.
  • Other duties as assigned

 

Required Skills

  • Associate’s degree or equivalent, and at least two years of progressively responsible administrative experience working in a highly professional office environment
  • Outstanding communication skills
  • Ability to respond sensitively and patiently to staff, donor, and community inquiries in a timely manner, and the ability to handle sensitive information and maintain confidences
  • Exceptional customer service skills
  • Proven ability to do long range planning and attend to minute detail
  • Ability to take a proactive role in team efforts, promote cooperation and collaboration between team members
  • Demonstrated detail orientation, flexibility, and ability to coordinate assignments simultaneously with a series of continuous deadlines and determine priorities
  • Ability to work outside of normal business hours when necessary for events and concerts
  • Excellent grammar, spelling, proofing, and organizational skills
  • Proficiency in Microsoft Word, Excel, Outlook, PowerPoint and Publisher

 

HOW TO APPLY:

 

Submit letter of interest, resume, and three references, and any other supporting collateral to Irene Shaffer, Manager of Human Resources, Rochester Philharmonic Orchestra, 108 East Avenue, Rochester, NY 14604, or IShaffer@rpo.org

 

Deadline:  November 1, 2017

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