Events, Development Associate

PRIMARY FUNCTION/PURPOSE

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.

DUTIES AND 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.
• Aid in 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.
• Work 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.
• Attend all events as required.
• Perform other functions as assigned.

DUTIES AND RESPONSIBILITIES: Communications & Stewardship Team

• Aid in the 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.
• Cook and distribute stewardship and communications 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.

Education And Experience

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

Competencies And Personal Characteristics

• 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.