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Development Assistant

3 months ago

Madison, United States Boys & Girls Clubs of Dane County Full time

& OVERALL OBJECTIVES

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Duties: 10%
- Provide administrative support for the Development Leadership Team in managing calendars, scheduling tours, taking notes, and communicating with partners on behalf of the Development Leadership Team.
- Coordinate logistics such as guest invitations, registrations, travel arrangements, and accommodations.
- Coordinate deliveries and procure Development-related materials.
- Monitor event budgets closely, tracking expenses and revenues to inform the Development Leadership Team in strategic decision-making.
- Compile post-event reports and provide recommendations based on event feedback, areas of growth, and cost-savings for the Development Leadership Team to analyze.
- Assist in creating and distributing event sponsorship packages and promotional materials.

Event Planning and Coordination: 50%
- Assist in planning and executing special events, including fundraising galas, donor receptions, charity auctions, and community outreach programs.
- Schedule committee meetings, create agendas, attend meetings to record minutes, and distribute minutes of meetings to stakeholders under the supervision of the Sr. Director of Development.
- Secure event venues, catering services, audiovisual equipment, decorations, and other necessary resources, including vendor management, under the direction of the Sr. Director of Development.

Donor Relations: 20%
- Facilitate donor cultivation and stewardship activities during events, fostering meaningful relationships with supporters as assigned by the Sr. Director of Development.
- Contact potential donors/sponsors through cold calls.
- Prepare donor acknowledgments and appreciation as assigned.

Communication and Marketing: 15%
- Provide clear instructions and support to BGCDC staff members involved in event planning and execution.
- Craft compelling event-related content, such as press releases, blog posts, and website updates as assigned.
- Engage with attendees, sponsors, and partners through effective communication before, during, and after events.

Volunteer Supervision: 5%

**Recruit and supervise volunteers to assist with event setup, registration, guest services, and cleanup.**

Additional Responsibilities:

- Foster a collaborative and positive work environment, promoting teamwork and professional development.
- Must be able to travel throughout Dane County. A valid WI driver’s license and insurance are required if using a personal vehicle.

BUDGET RESPONSIBILITIES

Assist the development team in creating fundraising strategies that align with organizational goals and incorporate them into the annual Resource Development Plan. Responsible for fiscal stewardship of organizational and grant-provided funds.

RELATIONSHIPS

Internal and external relationship essential to the role.

Internal: As an integral part of our team, you will maintain close, daily contact with Club staff (both professional and volunteer), and your supervisor. This continuous communication ensures the seamless exchange of information, facilitates discussions on pertinent issues, clarifies guidelines and instructions, provides instruction and guidance, and offers counseling when necessary.

External: Externally, you will maintain contact as needed with various vendors, community groups and other stakeholders to foster collaborative relationships and assist in resolving any arising issues. By actively engaging with these external partners, you contribute to creating a supportive network for the organization.

KNOWLEDGE, SKILLS, AND ABILITIES

The objective and measurable knowledge, skills, and abilities an employee must possess to successfully perform this job. Communication Skills: Informing, Listening, Presenting, Writing Personal Initiative Skills: Contributing to a Positive Work Environment, Organizational Awareness, Personal Development, Proactivity, Professional Development, Striving For Excellence Planning Skills: Action Planning and Organizing, Business Planning, Monitoring, Project Management, Recruitment, Strategic Planning, Time Management Decision-Making Skills: Analyzing, Fact Finding, Innovating, Judgment, Problem Solving, Systemic Thinking

EDUCATION AND EXPERIENCE
- High School Diploma/HSED/GSED required.
- **Associate degree or Certificate (Project Management) preferred.**:

- At least one year of administrative support experience
- **At least one year of Special Events, Marketing and Communications, Donor Relations, Fundraising or Social Media experience.**:

- Excellent knowledge of office management software (Google Suite, MS Office Suite).

REQUIRED HOURS

Typical working hours, including required holidays and travel. This position is classified as non-exempt and full-time regular, requiring availability during operational hours (typically 9am-5:00pm) to fulfill the essential duties of the role, which will include working on holidays, weekends, and evenings as necessary to support events. The p