Administrator & Events Manager

Job Summary

Title: Administrator & Events Manager
Reports to: Chief Development Officer
Department: Development and External Relations
Location: 5350 Machado Road Culver City, CA 90230
FLSA Status: Non-Exempt TEMPORARY role
Program Hours: Monday to Friday 8:00 am to 5:00 pm on site

Essential Duties and Responsibilities

• Provide administrative support to the Development team
• Manage calendars, scheduling, and meeting coordination
• Prepare correspondence and reports
• Maintain organized electronic and physical files
• Track deadlines and ensure timely follow-up on projects
• Enter and update donor information in CRM/database
• Process gifts and pledges accurately
• Generate donor reports, mailing lists
• Aid in donor stewardship and follow-up
• Maintain confidentiality of donor information
• Maintain working knowledge of Event and CRM platform
• Create timelines and run-of-show documents
• Manage vendors, caterers, rentals, and entertainment
• Coordinate invitations, RSVPs, guest lists
• Manage auction logistics (if applicable)
• Oversee event setup and breakdown
• Manage volunteer assignments and training
• Oversee marketing materials for events
• Serve as liaison with venues and vendors
• Receive and organize deliveries
• Track contracts, invoices, and payments
• Ensure event materials arrive on schedule
• Oversee check-in and guest experience
• Troubleshoot issues in real time
• Cook staff and volunteers
• Ensure smooth flow of programming
• Comply with ECF’s Injury and Illness Prevention Program. Ensure safe use and operation of tools and/or equipment
• Comply with ECF policies and procedures, including mandated reporting requirements
• Observe regular, on-site work hours
• Perform other duties as assigned

Qualifications

• Education/Licenses/Certifications: Bachelor’s Degree
• Experience: 3–5+ years of administrative and/or event management experience
• Nonprofit fundraising experience preferred
• Strong organizational skills and ability to prioritize assignments and shift attentions as required
• Ability to work under pressure and meet deadlines
• Strong attention to detail
• Excellent written and verbal communication
• Professional and polished demeanor with donors and stakeholders
• Proficiency in:
• Microsoft Office
• Google Workspace
• CRM/database systems
• Event platforms such as GiveSmart (preferred)

Knowledge/Abilities/Skills

• Ability to follow directions and ask for clarity as needed
• Ability to deal appropriately with sensitive and confidential information

Requirements

• Driving is an essential function of this position. Valid California driver’s license, reliable transportation, evidence of car insurance, and insurable driving record. Motorcycles are not permitted while driving for ECF, may only be used when commuting to and from your home to main worksite.
• Provide evidence of a negative TB test initially and very three years thereafter

Desired Attributes

• Highest level of dependability
• Resourceful and solutions-oriented
• Calm under pressure
• Approachable and donor-friendly
• Able to anticipate needs before being asked
• Flexible to roll up your sleeves to get things done

Work Environment

• Work site is in a building shared with a school for students (grades K–12th) who have varying degrees of learning, behavioral, emotional, and developmental disabilities. Employee may encounter students who are in crisis, exhibiting emotional/psychological distress, or behaving in an aggressive manner. Environment may include frequent interruptions, loud noise, odors, varying indoor temperature, and drafts. Outdoor temperature and weather will vary. Occasionally required to travel to various sites within Los Angeles County.

Physical Requirements

• Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer, and to attend meetings at various sites.
• Ability to lift and carry materials weighing up to 10 pounds.
• Ability to read printed materials and a computer screen.
• Ability to communicate in person and over the telephone.

Pay Range

$35.00 Hourly to $35.00 Hourly