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Event Management Specialist
2 months ago
amfAR, The Foundation for AIDS Research is in search of an Event Management Specialist.
Dedicated to eradicating the global AIDS epidemic through pioneering research, amfAR is positioned to swiftly adapt to emerging scientific opportunities. The foundation plays a vital role in propelling HIV/AIDS research forward, leading to significant advancements in understanding and treating the disease. Since its inception in 1985, amfAR has allocated nearly $635 million to its initiatives and has supported over 3,800 research teams globally.
KEY RESPONSIBILITIES:
Provides comprehensive administrative support to the Director of Special Events; Oversees the operational functions of the Special Events department, implementing standardized procedures and reporting formats; Maintains an organized department calendar, setting timelines and milestones for events; Manages event schedules, both internally and on external platforms; Coordinates print schedules for the Special Events department, collaborating with creative, communications, and website teams; Works with General Counsel to oversee the contract review process; Acts as a liaison with Accounting and Finance departments; Aids in the planning and execution of new and ongoing fundraising initiatives; Offers support to the Business Partnerships Manager.
ADDITIONAL DUTIES:
Develops and implements procedures that enhance efficiency and productivity, training department staff on these systems; Assists the Director in optimizing overall operations.
Creates and maintains a master schedule for all events, establishing deadlines to avoid last-minute challenges; Collaborates with the Director to ensure adherence to schedules from the Special Events team and related departments; Distributes event calendars to relevant departments; Ensures all events are accurately reflected in respective calendars.
Coordinates the timely preparation and production of all printed materials for events; Serves as a liaison with other departments to ensure necessary reviews and approvals are completed.
Manages the Special Events department's online presence, including content creation and securing necessary authorizations.
Facilitates effective communication among Special Events managers to ensure prompt information exchange.
Coordinates event production timelines, providing technical support during events as required; Manages event logistics, including vendor negotiations and volunteer coordination; Supports donor ticketing, seating arrangements, and same-day registration.
Coordinates the department's logistical needs with Facilities and Services, including archiving, storage, inventory, shipping, and mailing.
Provides administrative support to the Director, including drafting correspondence, arranging travel, processing financial requests, and managing documentation.
Assists in compiling and providing department information to Accounting in required formats; Distributes payroll to the department; Prepares reports for related departments as necessary.
Assists the Event Director in updating materials for the sponsorship website; Provides desktop publishing support; Conducts research for potential sponsors; Coordinates the distribution of sponsorship materials; Offers administrative support, including proofreading and filing, and assists with the contract process.
Assists in the planning and execution of endorsed events.
Oversees the contract review process to ensure timely completion.
Performs other departmental duties as assigned.
QUALIFICATIONS:
A four-year college degree is required. A solid understanding of fundraising principles and practices is essential. One to two years of experience in event management is preferred. Exceptional verbal, written, organizational, and interpersonal communication skills are required. Proficiency in business applications and donor database systems is necessary, with advanced skills in Word and Excel. Must be willing to travel and work extended hours as needed. Physical capability to carry up to 25 lbs. of equipment and stand for extended periods during events is required.
