Administrative Assistant
2 weeks ago
We are looking for a detail-oriented administrative support Temp to join our team, with a focus on fundraising events. The ideal candidate will be highly organized, creative, and possess exceptional communication skills. In this role, you will be responsible for assisting with the planning, coordinating, and executing a diverse range of events throughout the year, ensuring a seamless and memorable experience for attendees while aligning with our brand vision to empower young people to transform their lives.
This role will report to the Director of Events and Corporate Partnerships in the United States.
What will you do?
· Project Management:
o Provide project management, keeping track of deadlines and other critical steps in the execution of upcoming events.
o Liaise with vendors and other suppliers on critical deadlines, including print and PR.
· Data Entry & Management:
o Configure event management platform for upcoming events.
o Input and update donor, vendor, and attendee information into Salesforce, ensuring data accuracy and completeness.
o Regularly audit Salesforce data to maintain the integrity of the system.
· Donor Invoices & Receipts:
o Communicate with donors and event attendees regarding invoices or receipts, ensuring timely and professional responses.
· Vendor Payments & Reconciliation:
o Solicit proposals and quotes from vendors and submit them to appropriate staff.
o Process and track invoices and receipts related to fundraising events.
o Collaborate with vendors to submit invoices for event-related services, ensuring accurate payment processing.
o Follow up with staff to ensure timely payments and resolve any discrepancies.
· Email Management:
o Manage and organize incoming event-related emails, responding promptly and forwarding messages to relevant staff members as needed.
o Assist in creating and sending email solicitations, donation requests, and event invitations to potential guests and stakeholders.
· Budget & Cash Flow Maintenance:
o Maintain and update event budgets and cash flow reports in coordination with the program manager.
o Monitor expenses and provide regular budget updates
· Calendar & Diary Management:
o Assist full-time staff with managing their calendars and schedules, ensuring all meetings, deadlines, and event-related activities are up-to-date.
· Tax Exemption Compliance:
o Prepare and submit tax exemption forms, such as ST-119s, ensuring compliance with relevant tax laws to avoid unnecessary charges for the organization.
· Pre- and Day-of Event Logistics:
o Coordinate hotels, flights, meals, etc. as needed for events.
o Attend fundraising events to provide on-site support, which may include checking in guests, distributing event collateral, and coordinating with vendors for set-up and breakdown.
o Assist with other logistical tasks as required to ensure the event runs smoothly.
· General Administrative Support:
o Assist with general office duties such as filing, preparing mailings, and maintaining event supplies, etc.
o Provide support to full-time event staff on various tasks as needed to ensure the successful execution of fundraising events.
· Other Duties as Assigned:
o Perform additional tasks as required to meet the needs of the events and fundraising team, adapting to shifting priorities and urgent requests.
What do you need to succeed?
· Previous experience in event planning, fundraising, or administrative support is preferred.
· Proficiency in using Salesforce or other CRM databases is preferred.
· Strong organizational skills and attention to detail.
· Excellent written and verbal communication skills.
· Ability to multitask and manage time effectively in a fast-paced environment.
· Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
· Experience with managing email campaigns or marketing communications tools (e.g., Mailchimp and Canva) is a plus.
· Ability to work both independently and as part of a collaborative team.
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