Event Administrative Assistant

TITLE: Event Administrative Assistant
STATUS: Full-time; Non-Exempt
PAY: $22-24/hour
REPORTS TO: Event Manager
LOCATION: Flexible Work Environment

This is an exciting opportunity to join our growing organization in this integral position. The Event Administrative Assistant is a support position to the
Philanthropy Department and reports to the Event Manager. The Event
Administrative Assistant will be responsible for supporting the organization and administration of Promises2Kids fundraising events, including annual concert gala, wine auction events, other signature events, and agency events as needed.

RESPONSIBILITIES:

• Under the direction of the Event Manager, secure, track, organize, and prepare auction items for Promises2Kids events.
• Serve as the main solicitor for in-kind donations and auction items for events.
• Prepare agendas and documents for committee and event meetings, ensuring they are approved by the Event Manager at least 10 days in advance of the meeting.
• Take detailed notes during event committee meetings and have them sent to the Event Manager within 2 days of the meeting, complete with action items for members.
• Support Committee Members with their outreach efforts related to events; providing materials, personally following up on member solicitations, and reminding them of outstanding requests or activities members volunteered to take on.
• Demonstrate proficiency in and serve as support for online event tools, including: Auctria, Classy and other tools.
• Support the Event Manager with pre-event reconciliation and post-event reconciliation by providing reports and data as requested.
• Assist with day of event responsibilities including but not limited to: guest registration, auction, fund processing and seating assignments/reservations.
• Support the Philanthropy Coordinator, with documenting and maintaining records in SalesForce and other software applications.
• Other administrative duties as assigned.

QUALIFICATIONS:

• 1 year of Event experience preferred
• Experience working registration at an event in non-profit or a related field
• Proficiency in computer skills, including MS Office Suite, Salesforce, and Auctria
• Demonstrate professional writing skills
• Excellent interpersonal skills, including the ability to work with a variety of people and represent Promises2Kids in a positive and professional manner to all staff, visitors, donors, and the community
• Ability to work independently, demonstrate initiative, and to complete and report on assignments
• Ability to work under pressure, set priorities and meet deadlines
• Able to work as part of a close-knit team
• Ability to handle sensitive information with confidentiality, diplomacy and tact
• Adheres to organization’s Policy and Procedures
• Maintains a positive and respectful attitude
• Communicates regularly with supervisor about department or assignment issues
• Consistently reports to work on time and prepared to perform duties of position
• Demonstrates flexible and efficient time management for workload
• Ability to pay attention to detail and also remain oriented to the “big picture” and established goals
• Excellent organizational, management, and problem-solving skills
• Must be able to successfully pass the child abuse clearance, fingerprinting, and background check
• Must possess reliable personal transportation and meet insurance requirements

Promises2Kids is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Promises2Kids offers a competitive benefits package such as, a comprehensive benefits plan including medical, dental, and vision with Promises2Kids covering up to 100% for the employee, 401(k) plan with employer match, voluntary participation in alternative work week schedule, paid time off, including a birthday floating holiday.

Job Type: Full-time

Pay: $22.00 - $24.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Application Question(s):

• What types of events have you supported in a working capacity?
• How did you develop an interest in event planning?

Experience:

• event assistant: 1 year (Preferred)

License/Certification:

• Driver's License (Preferred)

Work Location: Hybrid remote in San Diego, CA 92123