Development Associate, Special Events

About the role

The Development Associate, Special Events supports both the Special Events team and the Communications & Stewardship team in all aspects of executing HSS fundraising, stewardship, and cultivation activities and events, including galas, benefits, celebrations, dedications, investitures, and major/planned gift campaign-related events as well communication projects. This role is in-office with occasional WFH flexibility.

The development office raises $100 Million per year on average to advance the HSS mission. Our aim is to be the best-in-class development department of our kind, mirroring the level of excellence that exists across HSS. Successful members of our development department are self-motivated, hard workers, who can work effectively independently and as part of a group, want to actively participate in achieving new levels of success, rethink the way things are done to do them better, and lead in their respective area and in their respective role. Successful members of our team bring industry best-practice knowledge and creativity to their work to enable continuous achievement in their area.

Responsibilities

Special Events Team

• Provides assistance to the Executive Director and Special Events Team in all aspects of planning and logistics of events, including, but not limited to: goal-setting; list management; guest list creation; sending and follow up of invitations for RSVPs; RSVP tracking; venue research, selection, and scheduling; florals; catering; rentals; run of show creation; AV needs; photographers; letter merging and mailing; preparation of project timelines; production schedules; gift selection; seating management; set-up/break-down of the event; pick-up and delivery of event items; Raiser’s Edge tracking; briefings, remarks, acknowledgment letters and other follow-up and post-event communications; management of event staffing and volunteers; communications between all relevant external and internal parties; troubleshoot throughout planning phase and the actual event.
• Assist with the design, copy, and production deadlines for event collateral, including invitations, programs, signage, etc. for assigned events.
• Manage the processing of invoices and check requests, ensuring vendors are paid in a timely manner as well as keeping and reporting the budgets for each event.
• Works with the Executive Director and Special Events Team in managing aspects of larger fundraising events including the annual Tribute Dinner, Autumn Benefit, Pediatric Benefit, Golf events, BIKE HSS and HSS Florida events with the tasks outlined above.
• Work with Development Directors to execute cultivation events, lectures, dedications, investitures, and dinners as needed.
• Attend all events as required.
• Perform other functions as assigned.

Communications & Stewardship Team

• Assist with production and distribution of stewardship and communication materials including newsletters, endowment reports, birthday cards, and other special recognition pieces sent to donors.
• Request and review mailing and distribution lists, ensuring appropriate segmentation, suppression, and data accuracy.
• Support the creation, proofreading, and quality control of letters and cover notes to ensure accuracy, consistency, and adherence to institutional brand standards.
• Coordinate inventory and ordering of stewardship materials, collateral, and branded items used for donor engagement.
• Track and document stewardship and communications activities in Raiser’s Edge (RE) ensuring donor interactions and correspondence are coded and recorded in a timely manner.
• Maintain library of materials created by the Development Communications and Stewardship team.

Requirements

• Bachelor’s Degree
• Minimum one to two years of event management experience, preferably within a fundraising organization

Skills

• Excellent written and verbal communication skills
• Excellent interpersonal skills; enjoys working with people
• Superior organizational skills and capacity to multi-task with equanimity, accuracy, and precision in handling details
• Sense of humor, and a positive “can-do” team-oriented attitude
• Ability to exercise independent initiative and creativity to further project goals
• Computer proficiency with Microsoft Office and a database management system, such as Raiser’s Edge
• Ability to participate in evening/weekend events and to travel, as needed
• Commitment to advancing the HSS mission and vision and upholding the HSS values

Pay

The base pay scale for this position is $48,500.00 - $74,375.00. In addition, this position will be eligible for additional benefits consistent with the role. The salary of the finalist selected for this role will be determined based on various factors, including but not limited to: scope of role, level of experience, education, accomplishments, internal equity, budget, and subject to Fair Market Value evaluation. The hiring range listed is a good faith determination of potential compensation at the time of this job advertisement and may be modified in the future.