Event Support and CEO Assistant
|Posted:||October 4, 2021 (posted 61 days ago)||View All Jobs|
|Location:||Sarasota, FL (Sarasota County)|
|Company:||Sarasota Medical Pregnancy Center
1762 Hawthorne St
Sarasota, FL 34239
Under the supervision of the Board of Directors’ Event Committee Chairs and the CEO, this position primarily provides event support to ensure a successful Life Is Beautiful! benefit dinner in the first quarter of the year. Also assists the CEO as detailed below as a secondary function to event support. Follows policies and procedures to uphold highly confidential and sensitive information. Interacts with external callers, donors, Board members, clients, volunteers, and visitors, and properly documents visits, appointments, and inquiries. Essential Functions 1. Works under the supervision of the organization’s Event Committee Chairs and the CEO to attend to Life Is Beautiful! event support details as directed: 1.1. Regularly attends Benefit Committee planning meetings to take direction, communicate progress and set expectations of deliverables. 1.2. In conjunction with the CEO and Office Manager, ensures that the invitation list is prepared, and event invitations are emailed and mailed. Helps provide event details to the marketing team as requested. 1.3. Organizes and tracks event sponsorships, communicating with select donors at the Committee/CEO’s request. 1.4. Helps track and document silent auction activities and assists in collecting information needed for the silent auction bid sheet. 1.5. Assists the Committee in recruiting and documenting event responsibilities shared by staff and volunteers. 1.6. Ensures that necessary event supplies and printing needs are documented, priced competitively, ordered, tracked and delivered/prepared for taking to the event site. 1.7. Receives training and supports the Committee in data entry and tracking of RSVPs and seating arrangements, including with hosts/groups and individuals. 1.8. Tracks SMPC’s website changes requested to promote the benefit. 1.9. Takes direction to help coordinate photo sessions with the Center’s professional photographer of featured speakers/staff/volunteers/clients. 1.10. Follows up with centerpiece plans/instructions from the Committee. 1.11. Orders and picks up necessary signage/printed materials /flowers/other items as requested. 1.12. Coordinates the transfer of necessary items to the event venue pre-event, returning necessary items post-event. 1.13. Attends the event to assist the Committee with various event support needs. 1.14. Assists the Committee in sending donor communications pre-event, during the event and post-event as requested. 2. Assists the CEO with other major donor/community events as requested (e.g. Donor Appreciation Luncheon, Ice Cream Social, Client Fall Festival, group events and more), helping communicate with vendors, donors, staff and volunteers as requested as well as greeting donors and tracking attendance at events, and acting as a liaison with the venue. 3. Provides other support to the CEO to help communicate/follow up with donors, vendors, Board members, staff and clients participating in Center campaigns or other activities (tours, Giving Challenge, major community events, grant programs and more), responding to inquiries in a timely manner and following event/project timelines. 4. Provides administrative support to the CEO including filing, writing/editing documents, organizing electronic files and folders, maintaining the online SMPC team site portal, scheduling meetings, signing up for community events and training, tracking inquiries including for tours, preparing information for meetings and tours, responding to external inquiries, sending out team meeting notices and more. 5. Maintain proprietary and sensitive information with care and professionalism. Follow Center policies and procedures. 6. Work independently and within a team of staff and volunteers on special nonrecurring and ongoing projects including fundraising events. 7. Update forms and files as requested. Maintain updated records of activities. 8. Maintain telephone etiquette using professionalism in interacting with callers, clients, staff, Board of Directors and Center visitors. 9. Attend weekly staff meetings as possible. 10. Assist with other projects upon request.
Competencies 1. Technical Capability: basic computer operations, Microsoft Office programs. 2. Personal effectiveness, credibility, integrity. 3. Detail oriented. 4. Excellent organization skills. 5. Collaboration skills. 6. Communication proficiency, telephone etiquette. 7. Flexibility. 8. Project oriented. 9. Self-motivated, dependable, accountable. Supervisory Responsibility This position has no supervisory responsibilities. Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets. Physical Demands This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. Position Type and Expected Hours of Work This is a part-time position, 25 to 30 hours per week. Days and hours of work are to be determined from Monday through Friday, 9:00 a.m. to 5:00 p.m. Some additional hours may be necessary, especially during fundraising season, and will be requested in advance. Travel Travel for this position is minimal and may include travel to local meetings. Required Education and Experience 1. Associate’s Degree. 2. One year of administrative experience. Preferred Education and Experience 1. Bachelor’s Degree. 2. Two years of related experience. Additional Eligibility Qualifications 1. Committed Christian who demonstrates personal relationship with Jesus Christ as Savior and Lord. 2. Exhibits strong commitment and dedication to the pro-life position. 3. Agree with, and be willing to uphold, the Statement of Principle, Statement of Faith, and policies of the Center.
Please send Resume and desired compensation to: Susan@ERPlus.biz