The Events Coordinator is a seasonal part-time position based in American Humane Association’s Palm Beach office, working approximately 20 hours per week, including some weekends and evenings, November/December through April. Reporting to and working closely with the Events Manager, this role is responsible for planning, promoting and coordinating special events, providing administrative office support, and serving as the primary local American Humane Association representative, greeting and interacting professionally with visitors, volunteer ambassadors, Board members and donors in the Palm Beach community and surrounding areas.
For more than 100 years American Humane Association has been the nation’s leading voice for the protection of children and animals, the most vulnerable in our communities. As the oldest national humane organization – and the only one devoted to this dual mission and the power of the human-animal bond – American Humane Association has since 1877 been at the forefront of virtually every major advance in the prevention of abuse and neglect and the promotion of our most precious assets.
Responsibilities:
Special Events:
Working closely with the CEO and the Events Manager, plan and coordinate small events at AHA’s Palm Beach office for 15-25 people such as discussion series, weekend breakfasts, wine and cheese parties, in addition to large events for 100+ people at outside venues in the Palm Beach area, such as Mar-a-Lago, hotels and restaurants, working with planning committees, staff and volunteers.
Review local Shiny Sheet, Palm Beach Post, Palm Beach Illustrated Magazine and others for photos of AHA events, as well as future events to attend.
Research venues, make site visits and find resources to recommend event locations.
Compile and manage RSVPs, guest lists, in-kind gifts; prepare registration materials and manage details to create an optimal experience for attendees.
Appropriately request, collect and track in-kind donations from local businesses for auctions, drawings, gift bags, etc. and ensure proper recognition.
Manage day of event activities: Registration, event space set-up, auction coordination, seating charts, etc.
Provide post event support through reporting, tracking of event finances including check requests and donations and preparing follow up occurs with attendees.
Coordinate with volunteer fundraisers to ensure successful events and to enhance relationships.
Set up and staff booths at local events as assigned.
Administrative and Relationship-Building Duties:
Greet visitors, build positive relationships and respond to general inquiries.
Hand write and personally deliver cards and other items as appropriate.
Maintain a clean and inviting office environment at all times.
Manage office supplies, materials, equipment, phone system and other technology.
Open and process mail, prepare thank you letters and other correspondence.
Process donations in a timely manner, in coordination with philanthropic services department in Washington, DC. Includes data entry, producing reports and mailing lists, managing communication preferences, etc.
Generate written correspondence, prepare mail merges; assemble and send mailings.
Coordinate travel as needed for AHA staff and volunteers.
Provide administrative support to Board members, National Advisory Council members and other volunteer gift solicitors in their efforts in Palm Beach.
Participate in selected meetings and events in the community as assigned to represent and raise awareness of American Humane Association.
Essential experience, knowledge, skills and abilities:
Proven experience effectively coordinating all aspects of special events from start to finish (nonprofit special events, conferences, party planning, etc.) for small and large groups.
Outstanding interpersonal and communication skills, on the phone, in person, and in writing. Projects a warm, professional manner.
A high level of personal integrity. Handles confidential information in an appropriate manner.
Strong administrative and computer skills (Microsoft Outlook, Word, Excel) for day to day management of Palm Beach office.
Excellent spelling and proofreading skills, especially to ensure accuracy of names and contact information. Prepares nametags, lists, coordinates media.
Excellent organizational and project management skills. Effectively multitasks and manages concurrent projects and responsibilities; meets deadlines.
Physical demands and work environment:
Work in office environment as well as external event venues.
Ability to transport, lift and carry supplies weighing up to 15 lbs.
Set up food, beverages, materials and audiovisual equipment for events in office and other locations.
Local travel with personal vehicle is required.
Employees are expected to adhere to all organizational policies and to act as role models, demonstrating American Humane Association’s core values: compassion, accountability, respect for all, loyalty to mission, sustainability, honesty, integrity and trust.
To apply, please email resume, cover letter to humanresources@americanhumane.org
American Humane Association is an Equal Opportunity Employer