Event Admin/Coordinator

Responsibilities:

• Provide project management, keeping track of deadlines and other critical steps in the execution of upcoming events.
• Liaise with vendors and other suppliers on critical deadlines, including print and PR.

• Configure event management platform for upcoming events.
• Input and update donor, vendor, and attendee information into Salesforce, ensuring data accuracy and completeness.
• Regularly audit Salesforce data to maintain the integrity of the system.

• Communicate with donors and event attendees regarding invoices or receipts, ensuring timely and professional responses.
• Solicit proposals and quotes from vendors and submit them to appropriate staff.
• Process and track invoices and receipts related to fundraising events.
• Collaborate with vendors to submit invoices for event-related services, ensuring accurate payment processing.
• Follow up with staff to ensure timely payments and resolve any discrepancies.

• Manage and organize incoming event-related emails, responding promptly and forwarding messages to relevant staff members as needed.
• Assist in creating and sending email solicitations, donation requests, and event invitations to potential guests and stakeholders.

• Maintain and update event budgets and cash flow reports in coordination with the program manager.
• Monitor expenses and provide regular budget updates.

• Assist full-time staff with managing their calendars and schedules, ensuring all meetings, deadlines, and event-related activities are up-to-date.
• Prepare and submit tax exemption forms, such as ST-119s, ensuring compliance with relevant tax
• laws to avoid unnecessary charges for the organization.

• Coordinate hotels, flights, meals, etc. as needed for events.
• Attend fundraising events to provide on-site support, which may include checking in guests, distributing event collateral, and coordinating with vendors for set-up and breakdown.
• Assist with other logistical tasks as required to ensure the event runs smoothly.

• Assist with general office duties such as filing, preparing mailings, and maintaining event supplies, etc.
• Provide support to full-time event staff on various tasks as needed to ensure the successful execution of fundraising events.

• Perform additional tasks as required to meet the needs of the events and fundraising team, adapting to shifting priorities and urgent requests.