Assistant Special Events Manager

Responsibilities

• Coordinate logistics and day-of execution for all fundraising and community events, including set-up, guest relations, vendor/exhibitor coordination, staffing, and problem-solving on-site.
• Provide planning and coordination support for all events, including but not limited to the Wine, Food & Brew Festival, Spotlight on Style Fashion Show, Care for Kids Golf Classic, Top Chef Yummie Dinner, children’s events, and various on-campus and community events throughout the year.
• Take ownership of assigned event components from planning through completion, ensuring deadlines and quality standards are met.
• Coordinate event-related mailings, promotional materials, auction and sponsorship mailings, and support accounting procedures for all fundraising events.
• Assist with the coordination of auction items and auction software (e.g., OneCause), including solicitation, tracking, and check-in/check-out.
• Assists with ticketing and registration for events, including platform set-up, data accuracy and attendee support.
• Creates post event reports, follow up communication, recognition and action steps.
• Supervise and direct volunteers on-site during events, providing clear guidance and ensuring positions are filled and roles are understood.
• Support communication and collaboration with volunteers and assist as a liaison between the Angels Board/Auxiliary and the Development and Public Relations Department.
• Assist in maintaining relationships with key corporate sponsors, vendors, exhibitors, donors, and volunteers, and help coordinate donated goods and services for events.
• Review and help coordinate vendor logistics and contracts under the direction of the Special Events Manager.
• Supports volunteer management through recruitment, recognition and retainment.
• Works with Special Events Manager to create committee agendas, post meeting notes and follow up tasks.
• Produce appropriate donor acknowledgment and event materials.
• Assist in creating event-related content for the website, marketing materials, press releases, e-blasts, and social media.
• Support project management to ensure timeliness of all event activities and deadlines.
• Assist in developing and monitoring event budgets, tracking expenses, and helping ensure events meet revenue and net-proceeds goals.
• Work closely with the Development Raiser’s Edge Specialist and Finance department to track and reconcile events accurately and in a timely manner.
• Coordinate post-event follow-up, including timely thank-you letters, gifts, and other correspondence, and help ensure recognition of board, donors, and volunteers.
• Provide administrative support to the Special Events Manager and represent or support the Manager at events and meetings as needed.
• Produce appropriate donor acknowledgment and event materials.
• Attend community events where a Casa Pacifica representative is needed and give tours to community members who show interest in Casa Pacifica.
• Support partnerships with community groups conducting outside fundraising for the agency.
• Maintain confidentiality in a donor environment and use discretion in responding to inquiries.
• Facilitate smooth integration of Casa Pacifica’s best practices, standards, and guidelines.
• All other assignments as requested by the Special Events Manager or Director of Development or Chief Development Officer.

Requirements

• Bachelor’s degree; or an equivalent combination of education, training, and relevant work experience from an accredited college or university.
• Minimum 2 years of fundraising experience, event coordination, or comparable experience required. Experience recruiting, motivating, and coaching volunteers in a fundraising environment strongly preferred.
• Demonstrated ability to coordinate multiple event components independently and contribute with minimal training.
• <a>Attending evening and weekend meetings, events, and projects both on and off campus is required. Working weekends and evenings in preparation for the Casa Pacifica Angels Wine, Food & Brew Festival will also be required from the months of March through June.</a>
• Strong interpersonal and communication skills to establish and maintain cooperative working relationships and interact diplomatically with donors, volunteers, staff, and vendors.
• Ability to work effectively under conditions of heavy workload, frequent interruptions, distractions, and tight deadlines.
• Creative, proactive, detail-oriented, and consistent, with a strong commitment to excellence, quality, timeliness, and efficiency.
• Problem-solving skills to arrive at solutions with minimal supervision.
• Strong time-management skills and a professional, courteous demeanor, with the ability to work collaboratively as part of a team.
• Ability to manage and direct volunteers at different levels of expertise with diplomacy.
• Excellent customer service skills with donors, vendors, exhibitors, visitors, callers, and volunteers.
• Strong knowledge of Microsoft Office applications (particularly Word and Excel); experience with Raiser’s Edge donor database and auction software such as OneCause preferred.
• Ability to learn WordPress for management of the Casa Pacifica Wine, Food & Brew Festival website.
• Familiarity with the Ventura County business community a plus.
• Strong interpersonal, written, and verbal communication skills and the ability to work with a range of people. Detail-oriented, excellent organizational skills, self-motivated, energetic, and flexible. Must have the ability to handle multiple projects and meet critical deadlines. Position requires the ability to be a team player with a commitment to relationship-building for the agency.
• A valid California driver’s license is required. Any changes that occur on your driving record must be reported immediately to your supervisor and Human Resources.
• Language Skills: Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, budgets, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, percentages, and ratios. Ability to apply concepts of basic algebra. Ability to design and maintain a budget.
• Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions and deal with several abstract and concrete variables.

Nice to have

• Understanding of database management, gift processing, and donor relations preferred.
• Working knowledge of social media marketing platforms preferred.

Benefits

• Comprehensive Benefits package,
• 401k auto enrollment at 3% with up to 5% fully vested employer matching contributions made after first year of service
• 9 paid holidays
• Medical, Dental & Vision Insurance options
• Flexible Spending and Dependent care programs
• Excellent Training opportunities – including opportunities for CEUs
• Education/Tuition Assistance programs
• Group Discount Pet Insurance
• Aflac Hospital, Critical Illness, Accidental & Dental supplemental plan options
• Employee Assistance Program (EAP)
• Free Confidential Crisis Line 24/7, 365 days a year
• 4 face-to-face or telephonic sessions per issue, i.e.,
• Stress, Anxiety, Depression
• Life transitions
• Grief and Loss
• Divorce
• Conflict Resolution
• Substance Abuse
• Work-Life Counseling
• Free Legal and Financial Consultations
• Identity Theft Recovery Services