The Special Events Associate will be responsible for supporting the Special Events team. Working out of the National Audubon Society’s Headquarters in New York City, the Associate will assist with a variety of needs to ensure the Events team executes seamless Audubon events in addition to taking on the ownership of climate-related events.
Areas of Responsibility:
National Events
- Overall assistance with the National Gala, Environmental Leadership Awards Benefit, Women in Conservation NY, Keesee Luncheon, Audubon travel opportunities, and other events as needed
- Provide administrative support in preparation for National Board meetings, in particular the full two weeks before the meeting
- Manage invoices, billing, expenses and vendor contracts
- Meticulously track all donation revenue daily and coordinate with Finance
- Update Audubon’s donor database, Salesforce, with new information and be able to create, sort and report information
- Assist with pulling and cleaning up mailing lists for event save-the-date and invitation mailing
- Expertly format excel to track donors, revenue, expenses, etc.
- Assist Events team with basic technical and logistical needs, such as travel & expense reconciliation, printing and preparing materials, and fundraising mailings.
- Assist with taking comprehensive notes during meetings with ability to organize notes and follow up steps
- Schedule conference calls, appointments, meetings and travel arrangements for Events team, maintaining a nuanced understanding of priority contacts and activities
- Ability to create mail merges, print, and stuff envelopes in support of Audubon events with minimal supervision
- Conduct research on donors and prospects as needed
- Ensure Events team has all necessary supplies for event production
- Additional projects as needed
Climate Events
- Manage Migration Council meetings, Migration Summit, Science Day, and International Migration meetings
- Coordinate all logistics, invitations, conference space, hotel needs, meals, audio-visual, expenses, etc. for climate-related events
- Lead planning for Migration Council Meetings held one to two times per year with attendance of 10-20 people from ten different organizations over 1-3 days
- Organize Migration Summits occurring annually over 3 days
- Liaise with the Migration and National Audubon Board teams to plan Science Day occurring annually in conjunction with the October Board Meeting
- Work with Development to create and send invite list for Science Day
- Coordinate Science Retreat hosted two days prior to Science Day
- Plan International Migration Meetings occasionally involving 10-30 people gathering over 2-4 days
Educational Background:
Bachelor’s degree required. Equivalent experience will be considered in lieu of education.
Skills/Experience:
- 3-5 years of event support or similar required.
- Experience with donor tracking software and web-based systems strongly desired. Knowledge of Salesforce a plus
- Proficiency with Excel, Word, PowerPoint, and other key Microsoft Office, SharePoint and other web-based products.
- Must have strong organizational skills with attention to detail.
- Keen eye for proofreading and commitment to checking work.
- Professional, personable, and efficient approach to all aspects of position; must be a team player with excellent interpersonal skills.
- A flexible approach to work, with the willingness to work some evenings, as needed.
Job Function:
Organization Info
Listing Stats
Post Date:
Apr 28 2019
Active Until:
May 28 2019
Hiring Organization:
National Audubon Society
industry:
Nonprofit