Special Events Associate

ABOUT Red Hook Initiative (RHI)

Red Hook Initiative (RHI) is a community-based nonprofit working to improve the lives of the more than 6,500 residents of Red Hook Houses, Brooklyn's largest public housing complex. RHI believes that the social change to overcome systemic inequities begins with empowered youth, and that change in communities should come from within. In partnership with community adults, we nurture young people in Red Hook to be inspired, resilient, and healthy, and to envision themselves as co-creators of their lives, community, and society.

Youth development, community building, and community hiring are at the core of RHI's approach to strengthen Red Hook's future. Our model gives young people and residents the tools, resources, and opportunities they need to interrupt the systems and barriers that perpetuate historic inequities for the community. Residents lead the way toward a more equitable, hopeful future. Over our 20-year history, RHI's model and dedicated team have been nationally recognized for its innovative, place-based approach to social change.

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JOB SUMMARY

The Special Events Associate (Part-Time) plays a key role in supporting fundraising events, donor engagement initiatives, and development operations at Red Hook Initiative (RHI). This position provides event planning, logistical coordination, and administrative support to ensure the successful execution of fundraising activities.

A major focus of this role includes securing and managing raffle prizes, coordinating event logistics, tracking RSVPs, and supporting donor outreach. Additionally, the Special Events Associate will assist with administrative tasks, stakeholder engagement, and donor data management.

The ideal candidate is highly organized, detail-oriented, and comfortable reaching out to businesses and donors to secure in-kind sponsorships and prizes while supporting the overall success of fundraising events

ESSENTIAL DUTIES RESPONSIBILITIES

• Assist in coordinating fundraising events, including securing venues, coordinating vendors, and managing event timelines.
• Solicit and track in-kind donations and raffle prizes from businesses, donors, and sponsors.
• Ensure proper acknowledgment and distribution of raffle prizes at events.
• Manage event guest lists, track RSVPs, and prepare event materials.
• Support day-of-event logistics, including setup, registration, donor relations, and volunteer coordination.
• Assist with post-event donor acknowledgments, follow-ups, and reporting.

Donor & Development support

(IN collaboration with development assistant)

• Maintain and update donor databases/CRM systems (e.g. Salesforce, DonorPerfect) for accurate donor tracking.
• Support donor outreach efforts, including sending acknowledgments, tracking engagement, and preparing stewardship materials.
• Assist in coordinating fundraising campaigns, tracking donations, and preparing outreach materials.

Administrative & executive support

• Provide administrative support to the Fractional Development Director, including scheduling meetings, calendar management, and tracking deadlines.
• Assist in preparing internal reports, presentations, and materials for fundraising and development functions.
• Support finance-related administrative tasks, such as processing invoices and tracking expenses.
• Draft correspondence, donor communications, and event-related materials.

Board & Stake holder engagement

• Assist in preparing materials for board meetings, including agendas, presentations, and reports.
• Support communication and coordination with board members, donors, and key stakeholders.
• Record and organize meeting notes, action items, and follow-up tasks.

Special projects & operations

• Conduct research on funding opportunities, donor prospects, and sponsorships.
• Support logistical planning for development-related events and initiatives.
• Handle other operational and administrative duties as needed to ensure the smooth execution of events and development efforts.

May be assigned other duties and responsibilities as determined by the Development Director

COMPETENCIES (Knowledge, Skills & Personal Attributes)

Event & fundraising skills

• Experience coordinating events, securing donations, and managing event logistics.
• Ability to solicit, track, and distribute raffle prizes and in-kind donations.
• Familiarity with fundraising campaigns, donor outreach, and donor database management (CRM systems).

Technical & administrative skills

• Provide administrative support to the Fractional Development Director, including scheduling meetings, calendar management, and tracking deadlines.
• Assist in preparing internal reports, presentations, and materials for fundraising and development functions.
• Support finance-related administrative tasks, such as processing invoices and tracking expenses.
• Draft correspondence, donor communications, and event-related materials.

Communication & interpersonal skills

• Assist in preparing materials for board meetings, including agendas, presentations, and reports.
• Support communication and coordination with board members, donors, and key stakeholders.
• Record and organize meeting notes, action items, and follow-up tasks.

Key Competencies

• Highly Organized: Able to juggle multiple projects, deadlines, and event logistics.
• Detail-Oriented: Ensures accuracy in tracking donor gifts, event materials, and donor engagement efforts.
• Tech-Savvy: Comfortable using digital tools, CRM systems, and databases.
• Problem-Solver: Can troubleshoot event-related issues and find solutions proactively.
• Collaborative: Works well in a team-oriented environment and supports various stakeholders.

EducatioN & EXPERIENCE

• Bachelor's degree in event planning, nonprofit management, business administration, communications, or a related field preferred (or equivalent experience).
• 1-2 years of experience in event coordination, fundraising, nonprofit administration, or donor relations.

working conditions (Environment) & Physical Demands

Work Environment: The Special Events Associate role operates in a hybrid capacity, requiring both remote and in-person work at Red Hook Initiative (RHI) in Brooklyn, NY. In-person work may be required for team meetings, event coordination, and donor engagement activities.

Schedule & Hours

This is a part-time position requiring 20 hours per week from February 28 - June 30, 2025. Hours may be flexible but will include occasional evenings and weekends based on event schedules.

Event SUpport:

This role involves on-site event coordination, including setting up and breaking down event spaces, managing registrations, and assisting guests and donors during fundraising activities.

Physical Demands

• Must be able to sit for long periods of time while performing administrative and donor outreach tasks.
• Must be able to stand, walk, and move around event venues for extended periods during in-person fundraising activities.
• May involve lifting and carrying event materials, such as banners, donor gifts, and raffle items, up to 25 pounds.
• Frequent use of computers, phones, and digital communication tools for administrative and donor outreach tasks.

collaboration & Communication

This role requires regular communication with donors, sponsors, vendors, and team members, both in person and virtually, to ensure smooth execution of fundraising events and donor engagement activities.

Confidentiality: Must handle sensitive donor and financial information with discretion.

Commitment to DEI & Equal Employment Opportunity

RHI actively engages individuals from all backgrounds and is committed to embracing diversity across all areas and aspects of the organization. We firmly believe that an atmosphere of civility and mutual respect towards individual differences and embracing an inclusive and equitable environment is indispensable to building a successful organization, contributing to a positive and meaningful employment experience for staff, and advancing the best possible outcomes for the clients served by RHI's programs. We are also committed to community hiring and supporting the job prospects of Red Hook residents.

As an equal opportunity employer, RHI is committed to providing employment opportunities to all qualified individuals and does not discriminate against any employee or applicant on the basis of race, color, national origin, religion, sex, sexual orientation, gender, gender identity and expression, disability, age, marital status, military status, veteran status, pregnancy, parental status, genetic information, or any other characteristic or basis prohibited by applicable law.

COmpensation & Benefits

RHI strives to offer a competitive compensation and benefits package that reflects our core values and commitment to our employees. The salary range for this position is: [$25/Hour] commensurate with an employee's or candidate's competencies and experience. Additionally, RHI provides a comprehensive benefits package which includes medical, dental and vision coverage, an employee assistance program (EAP), 403b retirement plan, flexible spending accounts for out-of-pocket health, dependent and commuter expenses, life insurance and 24 PTO days.

To Apply

Please log on to the RHI career portal for further instructions about how to apply for this position. . Be prepared to upload 1) your cover letter, 2) resume and 3) names and contact information for two references as one single combined pdf document.