What are the responsibilities and job description for the Assistant/Associate Director of Development Events position at Woods Hole Oceanographic Institution?
Job Summary
Reporting to the Director of Development Events, this position is one of three events professionals working to increase WHOI’s fundraising presence by planning, managing, and executing 50 plus Development events annually. Cultivates the positive participant experience and ensures flawless execution of the event.Job Description
Essential Functions & Duties
Collaborates with Director of Development Events, Directorate’s Office, Chapter Steering Committees and Key Volunteer Leaders, Advancement and Communication colleagues to manage engaging events that showcase WHOI research and attract new donors.
Maintain an independent portfolio of campaign-related and other fundraising events, locally and in key markets, at the direction of the Director of Events, managing events from inception to post-mortem:
- Responsible for the development of concepts, themes and formats that engage supporters, increase brand awareness and grow revenue.
- Recruit and prepare scientists, including providing briefings, to attend and present at events (including travel coordination and presentation dry runs).
- Creates and maintains event records in Raiser's Edge.
- Partner with the Creative Team to develop and create all aspects of event content: invites, ongoing communications/emails, event sites/landing pages, RSVPs, collateral, swag, etc...
- Coordinate and manage event host, staff, and volunteers, providing ongoing communication and updates throughout the event lifecycle.
- Manage event vendors and consultants pre, during, and post-event.
- Develop and oversee budgets and finance reports in collaboration in the Director of Events.
- Manage all aspects of venues, including negotiating and securing rates, evaluating and selecting menus, and determining/securing audio visual needs.
- Manage post-event coordination: debrief meetings, recognition and thank you gifts, data transfers, and other key action items.
Partner with the Assistant Director of volunteer Leadership to produce monthly ROI Reports, including event costs and gifts received per event.
Provides weekly RSVP reports to Development staff.
Sits on Volunteer Leadership Committee, as related to events.
Required Experience & Education
Bachelor's degree
3 years of professional experience in the planning, oversight and execution of major events
Portfolio of previously managed events that includes luncheons/dinners, galas, lectures, and a variety of other events that promote fundraising
Proven organizational/attention to detail, time management, and communication skills
Ability to manage multiple events on time and within budget
Ability to work independently, and as part of a cross-collaborative team
Adept on working with donors, trustees, corporation members, volunteers, organizational leadership and colleagues at all levels
Proven proficiency in MS Office Suite
Preferred Experience & Education
Strong understanding and experience in direct and indirect fundraising fundamentals within a nonprofit environment
Experience using Raiser's Edge (or similar fundraising softwares) and evite programs (such as, SplashThat and Engaging Networks, etc...)
Proficiency in project management tools, such as Asana or MS Project
Experience interacting with donors at all giving levels
Additional Job Requirements
Physical Requirements
Lifting/carrying less than 25lbs
Moderately sedentary
Travel
Travel, after-business hours, and weekend work required (approximately 3-6 days monthly)
Affirmative Action/EEO Statement
Woods Hole Oceanographic Institution (WHOI) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
