Special Events Associate

amfAR, The Foundation for AIDS Research, is seeking a Special Events Associate.

amfAR is dedicated to ending the global AIDS epidemic through innovative research. With the freedom and flexibility to respond quickly to emerging areas of scientific promise, amfAR plays a catalytic role in accelerating the pace of HIV/AIDS research and achieving real breakthroughs. amfAR-funded research has increased our understanding of HIV and has helped lay the groundwork for major advances in the treatment and prevention of HIV/AIDS. Since 1985, amfAR has invested more than $635 million in its programs and has awarded more than 3,800 grants to research teams worldwide.

PRIMARY FUNCTION:

Supports Director, Associate Director, and Managers on specified amfAR events and works independently, with Producers and Consultants on events.

DUTIES and RESPONSIBILITIES:

Support the development and management of corporate sponsorships by researching prospects, conducting outreach, maintaining databases, crafting customized proposals, coordinating with event teams, compiling post-event reports, and serving as account lead to ensure fulfillment of partnership deliverables.

Working with the Director, Manager, Producer, and consultants, serves as a primary contact for assigned events. Establishes internal timelines and deadlines ensuring Managers, Producer and Consultant adhere to schedules.

Works independently on assigned events to facilitate needs of Manager, Producer and consultants. Updating the Director as needed.

Serves as direct liaison on assigned events with the Producer, consultants and outside vendors ensuring all are informed and updated accordingly

Assists with ticket/table inquiries and sales. Maintains guests list and seating requests. Works with management compiles and executes event seating.

Monitors events revenue and expenses. Works with manager on event income reconciliation.

Attends events and is fully responsible for on-site management of assigned duties. Assignments to include:

• oversight and management of event auction/auction items, drafting text and production of catalogue, shipping of items and coordination of deliveries to donors post event, closeout of all items
• manage on-site seating including: guest lists, printing and compiling of escort and placecards, venue set-up of registration and ensure proper placement of tables and table counts, manage check-in ensuring all event assistants/volunteers are trained on check-in procedures,
• assist with on-site venue set-up ensuring all vendors are adhering to timelines and approved floorplans.
• oversight of event volunteers, staff and temporary/contract event workers

Manages multiple relationships with donors, external vendors, consultants and management ensuring expectations and goals are met to produce successful outcomes for all parties.

Provides oversight to the coordinator on administrative tasks, as needed in Directors absence.

e.g., trains and oversees the coordinator ensuring adherence to department and Foundation procedures and protocols including but not limited to: production and delivery of invitations/mailings, pledge payments and all printed materials

Manages inventory at the offsite office and venue ensuring timely delivery and set-up as well as post event break-down and return of inventory.

Serves as liaison to General Counsel and oversees timely contract review process.

Accounting liaison ensuring smooth and timely processing of income and payments.

Provides current information on event status to Director and Managers

Responsible for ensuring Special Events department’s needs are met and fulfilled by Facilities and Services, including archiving, storage, inventory, shipping and mailing and logistical needs.

QUALIFICATIONS:

Four year college degree required. Working knowledge of fundraising principles and practices required, 1 – 2 years’ experience in special events required. Excellent communication-verbal, written, organizational, and interpersonal-skills required. Good computer skills with knowledge of business applications and donor database systems. Must be proficient in Word and Excel. Able to travel and maintain extended work hours.

Salary Range: $45,000 to $55,000

Outstanding benefits package that encompasses: medical, dental, life, STD, LTD, vision coverage, commuter, dependent care and medical FSA savings, 403B with a very generous employer match. Time off includes: vacation, personal, sick days, and Summer Fridays.

Interested applicants should forward their resume, cover letter and salary requirement to jobsvs@amfar.org

We are an equal opportunity employer.

We are currently on a temporary hybrid work schedule.

No agencies please.

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Application Question(s):

• How many years of Special Events experience do you have?
• Do you have experience in corporate sponsorships?

Ability to Commute:

• New York, NY 10005 (Preferred)

Work Location: In person

Salary : $45,000 - $55,000