TITLE: Special Events Assistant

REPORTS TO: Assistant Director of Special Events

LOCATION: Woodland Hills, CA

STATUS: Part-time regular, 24 hours/week

GENERAL DESCRIPTION:

Under the direction and guidance of the Assistant Director of Special Events, the Special Events Assistant will primarily support fundraising, mission awareness, and other constituent outreach efforts associated with The ALS Association Golden West Chapter’s special events – including but not limited to Champions for Cures and Care gala, ALS Golf Classic, the California ALS Research Summit, and various third party events. The Special Events Assistant’s job responsibilities are primarily in the areas of event logistics support and administration, marketing, and volunteer coordination, as described below.

The part-time position is located in the Chapter’s Los Angeles Area office in Woodland Hills, CA. The position requires some evening and weekend work, local travel, occasional paid overtime beyond 24 hours per week (especially during the two weeks leading up to an event), and occasional overnight travel.

JOB RESPONSIBILITIES:

Special Events (Galas, Golf Tournaments, Summit, and Third Party Events):

Fundraising and marketing

• Solicit items for silent/live auction and raffles
• Solicit in-kind donations
• Coordinate creation, assembly, and mailing and email blasts for marketing materials
• Compile and maintain mailing and email lists

Logistics

• Maintain/create materials related to registration/check-in including guest list(s).
• Assist in the creation and printing of event-day print materials.
• Assist in the development of the tribute program, collecting logos, artwork, camera-ready ads, and creating tribute ads
• Oversee cashiering for registration, auction, and Opportunity Board on day of the event
• Assist the Assistant Director of Special Events with venue and vendor coordination
• Assist in the preparation of all post-event correspondence including surveys and thank you communications to sponsors, attendees, donors, volunteers and committee members.
• Maintain information about event attendees, sponsors, in-kind donors in Chapter’s database

Additional Responsibilities

• Participate in committee meetings, conference calls and staff meetings, and take minutes as needed.
• Recruit and supervise office interns and volunteers
• Assist other event and outreach staff if/as directed, especially during event week
• Perform other duties as assigned in support of the Chapter’s mission
• Coordinate and support third-party events and Chapter programs as assigned
• Provide administrative support to the VP, Community Outreach as needed and directed

JOB REQUIREMENTS:

• College degree or a minimum of 2 years work experience.
• Recent experience in providing administrative support to professional staff, preferably to management level.
• Ability to plan, prioritize multiple projects/duties when faced with interruptions, fluctuating workload, and conflicting deadlines, and complete them in a timely manner.
• Strong organizational skills with proven ability in scheduling and coordinating logistics for meetings, events, conferences, and mailings.
• Proficiency with Google Workspace and/or Microsoft Office Suite. Knowledge of design Software, e.g. Canva, Adobe Creative Suite is a plus.
• Knowledge of special events fundraising platforms such as Greater Giving or Event Gives a plus but not required
• Commitment to accuracy, excellent attention to detail, highly efficient and conscientious about thorough follow-up.
• Excellent writing and editing skills, including the ability to prepare and proofread clear, concise, and grammatically correct business correspondence.
• Excellent verbal communication skills on phone calls and in meetings with constituents and other staff.
• Team player who enjoys interaction with professionals, peers, volunteers and those served by the organization. High degree of initiative, self-motivation, and resourcefulness.
• Ability to work independently, evaluate data, assess alternatives, and formulate sound decisions and recommendations.
• Ability to maintain a high level of confidentiality and use tact and diplomacy.
• Ability to monitor supplies and order them in a timely manner.
• Access to a vehicle and must possess a valid driver’s license, as frequent local travel throughout the service area is required.
• Ability to lift 25 pounds and work occasional evenings/weekends.

Interested candidates should submit a cover letter by messaging with your application and resume.

Job Type: Part-time

Pay: $18.00 per hour

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Woodland Hills, CA 91367: Reliably commute or planning to relocate before starting work (Required)

Work Location: Hybrid remote in Woodland Hills, CA 91367

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