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Events Administrative Assistant

2 months ago

West Palm Beach, United States Boys & Girls Clubs of Palm Beach County Full time
Job DescriptionJob Description

Special Events Administrative Assistant


Under the direction of the Vice President of Development & Corporate Relations, the Administrative Assistant will work closely with the VP of Development & Corporate Relations and the Special Events team to ensure that event reporting and administrative tasks are accomplished in a timely manner which will assist the team in achieving event goals. This position will perform a wide variety of administrative tasks including data entry, drafting, editing, and revision of letters, reports, and other materials including taking minutes at various meetings. The position will include some weekend and evening hours but will not exceed a 40-hour work week.


Key Responsibilities (Essential Functions):

  • WorkscloselywithVicePresidentofDevelopment&CorporateRelationsandSpecialEvents
  • team to ensure that event reporting and administrative tasks are accomplished for team to achieve event goals.
  • Performandwidevarietyofadministrativetasksincludingdataentry, drafting, editing, and revision of letters, reports, and other materials including taking minutes.
  • Performbasic,routinebookkeepingfunctionsrelativetoeventsdepartmentbudgetincluding tracking purchases and expenditures and may assist in budget development process.
  • Successfullytrackandcommunicateeventlogisticsforassignedfundraisingeventstoattendees and BGCPBC team members.
  • Trackeventrevenueandensuretimelydataentry,financialtransactions,giftacknowledgements, invoicing, and financial reporting.
  • Assistwithplanningtimelinesandtaskassignmentsforassignedfundraising
  • AssistwithmonthlyEventsexpensesbytrackingandsubmittingreceiptstotheAccountingTeam in a timely manner. Include submitting check requests and purchase orders for event materials.
  • WorkwithBGCPBC'sVolunteerCoordinatorwithvolunteersforfundraisingEnsureclear communication, management, and follow-up.
  • WorkwithBGCPBC'sSpecialEventsteamtoproduceandmanagestrategicinvitationand sponsorship mailing lists for assigned events. Manage mailing process.
  • AssistwithbuildingeventsincludingtrackingRSVPandtable
  • Assistwithon-siteeventproductionandcleanupas
  • Assistwithpost-eventfollowupwithdonors,staff,andevent
  • Travelbetweensitesandtoactivitiesas
  • Communicatewitheventsstaffwhennecessarytocarryoutessential
  • Occasionallyparticipateineventcommittee/board
  • WorkcloselywithClubstafftoensureinvolvementofClubmembersatfundraising

Relationships:

  • Internal: Maintain close contact with staff, to receive/provide information, discuss issues, explain guidelines/instructions; instruct; and advise/counsel.
  • External: Maintain contact and build relationships with community groups, external staff and volunteers, donors, and others to recruit or to assist in resolving challenges.

Skills & Knowledge Required:

  • Associate's/Bachelor'sdegreeorequivalentworkexperience
  • Self-motivatedandresourcefulwithsuperiororganizationalandtimemanagement
  • Excellentinterpersonalskillsandabilitytoworkcollaborativelywithotheradvancementand accounting team members, senior management and BGCPBC Board volunteers/members.
  • Mustbeateamplayerwiththeabilitytowork
  • Attentiontodetailandabilitytomanagemultipleprojectsis
  • Strongwritingandverbalcommunication
  • Mustbeflexibletoworkeveningsandpossibly
  • Abletotraveltooff-siteClubs,meetings,andevents
  • Mustbewillingtojoinaquick-pacedenergeticteam,andworkwithagroupoftalented, committed volunteers.
  • Frequentlyliftand/ormove30+
  • StrongcomputerskillsKnowledgeofMicrosoftOffice(Outlook,Word,Excel, PowerPoint, Publisher), Adobe Acrobat, and Social Media web platforms.
  • Experiencewithbasic
  • ValidFloridaDriver'slicensewithsafedriving


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