The American Heart Association office in MEMPHIS, TN has an opening for AN EVENTS SPECIALIST/ADMINISTRATIVE ASSOCIATE . Incumbent will primarily be responsible for logistical and administrative support relating to these key fundraising events: GO RED FOR WOMAN LUNCHEON, HEART WALK AND THE HEART BALL. Additional responsibilities will include serving as EXECUTIVE ASSISTANT to the Vice-President, database management, financial reporting, assisting with the creation of promotional materials, obtaining in-kind donations/auction items, sponsorship fulfillment, and interacting with board members, corporate sponsors, executive committee members, and individual donors.
- Working with fundraising directors to activate and ensure all sponsor assets are fulfilled
- Responsible for facilitating the creation and ordering of print materials, banners, invitations, etc. Planning of event and / or meeting logistics (i.e.: securing venue, decorations, food, reviewing vendor contracts and proof of insurance, van/truck rentals, permits, vendor negotiations, day-of direction and management, etc.)
- Recruiting, training and managing logistics volunteers. Building relationships with logistics volunteers and providing consistent communication to ensure volunteer retention
- Accountability and upkeep of Sponsorship Agreements, as well as compiling and updating event related financial spreadsheets and statistics for territory
- Securing auction items and in-kind donations
- Managing and tracking event expenses
- Creating and/or coordinating AHA materials and packets
- Managing post-event feedback
- Supporting fundraising directors with day to day administrative tasks, including data entry utilizing Kintera and Blackbaud software
- Administrative duties such as creating and preparing correspondence and meeting documents, making calls to schedule meetings, etc.
- Supporting all development efforts in the territory such as Heart Walk sponsor and team recruitment, management and stewardship
- Position will require periodic travel throughout the designated markets
Executive Assistant Responsibilities include:
- Serve as the partner and representative of the Executive Director / Vice-President
- Assist with calendar management and setting appointments
- Assist with Board of Directors; meeting management, providing minutes of meetings, tracking of board terms, etc.
- Make travel arrangements as needed
- Prepare and send follow up letters/correspondence as assigned
- Provide general administrative support as needed; act as resource while Vice President is in field, in special projects including research & report compilation, order event materials and other duties as requested
- 2 years' prior event planning and/or non-profit experience preferred
- Ability to recruit and train office and day-of-event volunteers
- Excellent computer skills
- Ability to work independently and sometimes irregular hours
- Ability to prioritize and handle multiple tasks/detail oriented
- Ability to lift 20-30 pounds
- Willingness and ability to travel periodically throughout the surrounding metro market.
Attracting talented, committed employees means offering a competitive benefits package, ongoing professional development and training, and a diverse and inclusive environment in which to work.
Candidates must apply on-line as the AHA's recruitment process does not include the utilization of faxed or hard copy resumes.