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Administrative and Events Assistant

4 months ago

Santa Barbara, United States CALIFORNIA FIRE FOUNDATION Full time

The California Fire Foundation, a non-profit 501 (c)(3) organization, provides emotional and financial assistance to families of fallen firefighters, firefighters and the communities they protect. Formed in 1987 by California Professional Firefighters, the California Fire Foundation's mandate includes an array of survivor and victim assistance projects and community initiatives.

The person in this role will work closely with the Director of Philanthropy, Director of Development, and other program staff, and external stakeholders to ensure the CFF event reflects the highest standards. The ideal candidate will enjoy working collaboratively, effectively manage multiple workstreams at once, and believe in the mission of the California Fire Foundation. This role will initially be a temporary and contract opportunity through August 2024, with the potential to extend the contract for the right candidate to support future CFF events (should funding allow). We welcome candidates seeking temporary positions for a few months, as well as those interested in a longer-term contract. Responsibilities include, but are not limited to:

Supporting all aspects of event outreach, including coordinating with event speakers, developing invitation language, preparing talking points as necessary, and managing vendor relationships (e.g., AV, catering, photography)

Managing all logistical details for event, such as venue organization, audiovisual support, catering, photography, event staging and design, printing, and travel arrangements

Developing and overseeing the implementation of run-of-show for each panel discussion

Serving as the primary point of contact for day-of execution, and troubleshooting challenges to ensure seamless event operations

Contributing to various writing tasks, including crafting language for audience and speaker invitations, as well as ensuring that introductory and concluding remarks align with brand and priorities

Maintaining an events calendar to facilitate adequate planning across departments as well as ensuring appropriate staffing and resource allocation

Proofreading and editing event promotional materials

Managing speaker and guest registration portal and RSVPs

Our ideal candidate will:

Possess approximately 5 years of Events experience within a Nonprofit organization

Demonstrate strong communication skills, both oral and written

Be willing to work a hybrid schedule, with 2 days per week in a co-working space in downtown Santa Barbara and 2 additional days of your choice

Understand what it takes to execute successful events

Proactive, creative thinker with strong media literacy

Have a high degree of organization and time management

Prioritize and track multiple/competing deadlines

Possess strong attention to detail