Job Description

Location: Flexible Work Environment Title: Event Assistant Status: Full-time; Non-Exempt Salary: $22 - $25/hour Reports To: Event Manager The Event Assistant supports event planning and execution by managing timelines, tracking benchmarks, and maintaining accurate event documentation. This role plays a key part in ensuring organization, visibility, and readiness across all events, while also supporting auction procurement and logistics. Responsibilities Solicits in-kind donations from new or existing supporters and may support ticket sales, as assigned. Acquires and enters in-kind donations into all associated CRM software systems and trackers. Bundles in-kind donations into appropriately sized auction item packages to match auction value. Manages distribution of auction items to winner’s post event. Assists with and provides operational backup for day-of-event execution, including guest registration, auction support, fund processing, and logistics coordination. Maintains accurate records across event systems (Auctria, Salesforce, Classy and other tools) and conducts regular audits to support reporting and informed decision making. Coordinates preparation of agendas, meeting materials, notes, and follow-ups for event and committee meetings, ensuring alignment with event timelines. Provides administrative support to maintain and update event timelines and key milestones based on direction from the Event Manager, Director of Community Engagement, and Chief Advancement Officer. Tracks sponsorship, registration, auction, and attendance benchmarks; flags risks or delays to the Event Manager and Director of Community Engagement. Maintains shared event documentation, including run of show documents, vendor lists, and planning materials. Prepares and updates run of show documents for all events for Event Manager and Director of Community Engagement review. This position is expected to maintain flexibility in scheduling and is expected to work some evenings and weekends to be available to meet event needs. This position involves direct and indirect interaction with children and youth. Plan, coordinate, and attend occasional events to engage and build connections with youth and/or donors. Other administrative duties as assigned. Qualifications 1 year of Event experience preferred, catering or restaurant experience a plus. Experience working registration at an event in non-profit or a related field. Proficiency in computer skills, including MS Office Suite, Salesforce, and Auctria. Ability to create professional request proposals and correspondences to solicit auction items from businesses. Exceptional interpersonal skills, including the ability to engage effectively with diverse individuals, maintain a friendly and approachable demeanor, and represent Promises2Kids with professionalism and integrity to staff, visitors, donors, and the community. Proficiency in Canva or similar design tools to support creation of event materials (e.g., signage, social media graphics, presentations, and sponsor collateral). Ability to work independently, demonstrate initiative, and to complete and report on assignments. Ability to work under pressure, set priorities and meet deadlines. Exhibits strong collaboration skills and contributes effectively within a cohesive team. Ability to handle sensitive information with confidentiality, diplomacy and tact. Ability to pay attention to detail and also remain oriented to the “big picture” and established goals. Consistently maintains a high level of precision in data entry and thorough attention to detail. Excellent organizational, project management, and problem-solving skills. Maintains a positive attitude and professional demeanor in high-pressure situations. Must possess reliable personal transportation, current driver’s license in good standing, car registration, and auto insurance. Must successfully complete and maintain all required background clearances throughout employment, including compliance with ongoing background monitoring, in accordance with organizational standards and applicable California law. Physical Requirements This position primarily operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. Frequently requires sitting or standing for extended periods. May frequently require lifting and carrying materials (up to 50 lbs) for events, programs, or office needs. May frequently involve setup and breakdown of equipment in both indoor and outdoor environments. May frequently require walking long distances, standing for extended periods, and working on uneven surfaces or in varying weather conditions. Must be able to communicate effectively in person, over the phone, and via email. Visual and auditory acuity are required to perform essential job functions including reading printed and digital materials and interacting with others. The employee may be required to move throughout the office to access equipment, files, and interact with team members. May frequently be required to operate a motor vehicle safely for extended periods and must be able to sit for prolonged periods while driving. Visual and auditory abilities are necessary to ensure safe operation of vehicles and awareness of road conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. Promises2Kids is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law. #J-18808-Ljbffr

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