The American Heart Association office in Memphis, TN has an opening for an Events Specialist and Executive Assistant and Office Manager . Incumbent will report to the Executive Director organizing high-level donor events, community outreach events and manage Board of Director communications. Additional responsibilities include, fulfilling all logistical needs, promotional materials, data management and administrative support relating to these key fundraising events: Mid-South Go Red for Woman Luncheon, West Tennessee Heart Walk and the West Tennessee Go Red for Women Dinner. Specific functions of this role include, negotiating and procuring services from vendors, project oversight for deliverables from outside vendors, 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.
Executive Assistant Responsibilities:
- Assisting the Executive Director and serve as a resource to the ED, including, but not limited to, tracking mission impact results and financial reporting
- Serve as the partner and representative of the Executive Director / Vice-President and assist with all needs related to the organization’s local Board of Directors
- Assist with calendar management, setting appointments, travel arrangements and meeting organization
- Provide general administrative support as needed; act as resource while Executive Director is in field, in special projects including research & report compilation, order event materials and other duties as requested
Development and Fundraising Support:
- For all assigned campaigns, develop campaign plans, facilitate event execution and implement post-event wrap-up remaining fiscally responsible with donor dollars
- Working with fundraising directors to activate and facilitate sponsorship tracking and fulfillment
- 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 our valued volunteers. Building relationships with volunteers and providing consistent communication to ensure volunteer retention
- Securing auction items and in-kind donations
- Supporting fundraising directors with day to day administrative tasks, including data entry utilizing all data management platforms
- Supporting all development efforts in the territory taking the lead in managing and implementing donor stewardship programs
- Position will require periodic travel throughout the designated markets
- Track, monitor and submit expenses for all fundraising staff for assigned campaigns
General Office Management:
- Responsible for ensuring mail is opened with dual control and distributed promptly, sending daily UPS packaging.
- Order general office supplies oversee upkeep general AHA items such as Annual reports, office materials, and advised when materials are outdated.
- Performs switchboard duties utilizing professional business etiquette, always courteous and helpful and manage intake and response of all voicemails.
- For New Hires: assign phone extension; ensure desk area is tidy; provide keys. Responsible for receiving and returning staff equipment.
- Work with affiliate staff regarding any needs for major building repairs, office furniture, etc. which may include getting local bids and submitting to affiliate office.
- Ensure that management documents and performance documents are complete, accurate and submitted in a timely manner
- Manage General Office Mailbox.
- Responsible for being the internal champion for office organization and cleanliness
- 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.