With more than a dozen events positioned for a diverse array of markets, objectives and audiences, the DRIF portfolio of events is designed to increase mission support, brand awareness, and fundraising revenue among key constituent segments. The Northeast Region of the DRIF, located in Manhattan, is seeking an Events Assistant. The individual in this position will be a vital member of the regional team and will support both the Regional Director and Manager of Events with event logistics including, but not limited to, vendor coordination, gift tracking and reporting, contact with sponsors and donors, registration, live and silent auctions, and preparation of event materials.
Responsibilities and Functions:
This position will be responsible for, but not limited to, the following:
Data Management and Reporting
Prepares reports, including, but not limited to: on-site, online, pledge and in-kind reports
Prepares the weekly Gift Log
Prepares and sends invoices for open pledges
Assists in preparation and distribution of timely financial reports to staff and committee members
Assists in pulling information from databases for reports and mailings
Handles data entry of donor and event information into Raiser’s Edge and Excel (i.e. financial reports)
Works with finance staff to uphold departmental regulations and procedures
Continually works to refine systems and processes to make them more efficient and effective
Communicates and coordinates with volunteer event committees and venues, regarding meetings and agendas
Prepares and distributes meeting agendas and materials
Follows up with donors and sponsors to obtain event information regarding payment, advertisements, and attendance
Working with Event Manager and Marketing & Donor Communications staff, prepares online and printed event marketing materials, to include, but not limited to, e-mails; save-the-dates; invitations, and sponsorship packages
Creates and maintains online registration websites for events
Assists with preparation of media loops/event journals/event programs
Handles calls and emails regarding tickets, donations, sponsorships and all general event-related
Assists in obtaining and logging items
Prepares item descriptions and assists in creating collateral (online/print, as needed)
Follows up with prize winners to arrange shipping and fulfillment
Supervises event auction/prize-drawing setup
Arranges for gathering of event supplies and shipment to venue
Coordinates all vendor shipments and deliveries
Arranges for event set-up and subsequent clean-up
Provides general event administrative support, including answering phones, photocopying, ordering event supplies, and processing mail and vendor invoices
Other duties as may be required
College degree, plus 2-3 years professional experience
Proficient in Microsoft Outlook and Microsoft Office (Word, Excel, Powerpoint)
Raisers Edge experience preferred, including data entry
Prior experience with live and silent auctions preferred
Experience with event journal preparation a plus
Excellent attention to detail
Flexibility to work nights and weekends depending on events schedule, as necessary
Detail-oriented team player with a strong work ethic
Professional and positive attitude
Ability to communicate and interact effectively with internal and external constituencies
Ability to establish priorities, handle overlapping timelines, and meet deadlines effectively and efficiently
Excellent written, verbal, and interpersonal communication skills
Flexible, resourceful, and able to learn quickly and work well under pressure
Ability to thrive in a fast-paced, dynamic team environment
Physical ability to be on feet for extended periods of time (at events), standing, walking & carrying items and be able to be able to lift and move light- to moderately heavy objects
Experience in dealing with vendors, donors, and the general public
Salary is commensurate with experience within the guidelines of a midsize not-for-profit. Competitive benefits package is provided, including medical, dental, life and long-term disability insurance, employer contributions to retirement account, and substantial vacation.
This position is open until filled.
Please send a resume and cover letter to firstname.lastname@example.org. Include the words “Events Assistant (NE)” in the subject line of your email.
NO CALLS PLEASE. Due to the high volume of applications, the Foundation cannot return phone calls about the position and does not notify applicants of status updates except when an interview is granted.
DRIF is an equal opportunity employer.
About Diabetes Research Institute Foundation
The Diabetes Research Institute Foundation (DRIF) is the organization of choice for those who are serious, passionate, and committed to curing diabetes. Its mission - to provide the Diabetes Research Institute with the funding necessary to cure diabetes now - is a testament to the belief that tomorrow is not soon enough to cure those living with diabetes.
The Diabetes Research Institute has become the world leader it is today through the substantial funding provided by the DRI Foundation. Supported by private philanthropy, the DRIF ensures the jumpstarting of new ideas and the continuation of innovative research projects that remain cure-focused and will ultimately benefit those with diabetes.
The DRI Foundation is recognized as one of the world's most respected diabetes organizations. Garnering the attention of influential people who are personally affected by diabetes, the Foundation has grown into an international coalition of business leaders, celebrities, scientists, clinicians, families and other concerned individuals who have elevated the importance of cure-focused research and provided meaningful support for the DRI's multidisciplinary research program. This funding i...s provided through individual and corporate donations, special events, sponsorships, cause marketing relationships, and planned giving, which allows donors to provide a gift in the form of a will, trust, or other deferred giving vehicle.
A 501(c)(3) not-for-profit corporation, the DRI Foundation has thousands of supporters in the United States and worldwide, and, in addition to its headquarters in Florida, operates a regional development office in New York.
The Diabetes Research Institute Foundation was created for one reason - to cure diabetes - which is and will continue to be its singular focus until that goal is reached. For the millions of individuals and families affected by diabetes, the Diabetes Research Institute Foundation is the best hope for a cure.