Special Events Associate

Overview:

This position can be filled in Dallas, Austin or Houston. 

 

The Special Events Associate provides administrative and event planning support for fundraising events in the Development department at Planned Parenthood of Greater Texas (PPGT). This position supports all aspects of special events planning and execution, including event registration, donor communications, volunteer coordination, and post-event activities. The Special Events Associate helps ensure accurate donor, sponsor, and host committee recognition, maintains event records and constituent data, and contributes to donor and guest experiences that advance the organization's fundraising goals. Supports the organization’s strategic plan and workplace inclusion initiatives. Ensures productivity expectations, customer service, and compliance standards are maintained. Abides by the organization’s mission in performing job duties. Demonstrates an understanding and commitment to PPGT’s culture of quality, safety and risk awareness.

Responsibilities:

• Provides administrative and program support to the Director of Special Events and Donor Experience and the events team.
• Assists in the preparation and production of fundraising events affiliate-wide.
• Oversees and supports event registration and guest tracking, including online registration platforms, response coordination, attendance tracking, guest lists, seating charts, VIP lists, and attendance reporting. Identifies next steps with event donors and completes follow-up within established timelines.
• Performs data entry and maintains accurate event data in Raiser’s Edge and other databases on special event donors.
• Prepares, drafts, and edits event email communications including email marketing, invitations, save the dates, event updates, and post-event follow up through Constant Contact digital and email marketing platform and Raiser’s Edge NXT donor management system.
• Creates day of event materials such as PowerPoint presentations, signage, and programs.
• Serves as the liaison to the Public Affairs Team to secure event volunteers. Coordinates and provides direction to volunteers at events.
• Supports on-site event execution, including event setup, registration management, troubleshooting, and post-event breakdown.
• Prepares, coordinates, and assembles event packets for the Office of the President/CEO and Development leadership.
• Prepares and distributes event correspondence, memos, meeting notes, event materials, and other written documents related to events as needed.
• Creates and updates event website, registration sites, online donation forms, and other event platforms.
• Coordinates event material preparation and mailings including working with graphic designers and printers. Materials include sponsor solicitations, save the date mailings, invitations, programs, signage, etc.
• Maintains event files and records.
• Monitors and responds to special events phone and email.
• Maintains event inventory and supplies. Coordinates ordering, shipping, receiving, and storage of event materials. Creates database queries, exports, and mailing and email lists for the events team.
• Supports coordination of event auctions and raffles.
• Assists with event fundraising activities and volunteer committees.
• Embraces the organization’s ‘In This Together customer service standards and uses them with internal and external customers, every person, every time.
• Has restricted access to client private health information and has no reason to view protected health information (PHI). May have access to data that is not considered PHI, such as aggregate numbers.
• Duties and responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.

Qualifications:

High School Diploma or equivalent + 3 years of relevant experience or Associate’s or Bachelor’s degree + 1 year of relevant experience Relevant experience: development, fundraising, or event planning experience. Development support or event planning support experience preferred.

Essential Physical Requirements/Working Conditions:

Must be able to stand, particularly for sustained periods of time. Must be able to move about on foot to accomplish tasks, such as moving from one work site to another. Must be able to work primarily with fingers such as picking, pinching, or typing. Must be able to talk such as convey detailed or important spoken instructions to other workers accurately. Must be able to hear such as the ability to receive detailed communication orally. Must be able to communicate effectively. Will have substantial movements of the wrists, hands, and/or fingers. Must be able to lift and/or exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently. Must be able to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects. Office environment/Sedentary.

Required Knowledge, Skills, and Abilities:

• Must be able to work flexible hours including evenings and weekends as required.
• Must be able to travel as required.
• Strong organizational skills and ability to multi-task.
• Ability to exercise initiative, sound judgment, and problem-solving techniques in the decision-making process.
• Ability to provide effective, equitable, understandable, and respectful quality care and services that are responsive to the diverse cultural health beliefs and practices, preferred language, health literacy and other communication needs.
• Ability to work effectively as a team member.
• Ability to manage details, handle a variety of tasks simultaneously and work under pressure.
• Skilled in verbal and written communications.
• Ability to effectively use organization’s computer systems.
• Be discreet and safeguard confidential information.
• Ability to work effectively as a team member.
• Possess integrity and compliance – can be relied upon to act ethically.
• Organizational Awareness: Demonstrates a comprehensive awareness of the impact and implications of decisions and actions on other areas (departments or clinics) within the organization.
• Planning/Organizing: Establishes a systematic course of action for self or others to assure accomplishments of a specific objective. Determines priorities and allocates time and resources effectively.
• Achievement Orientation: Demonstrates desire to set and meet challenging objectives, to find a better or more efficient way to do things, and to compete against a self-defined standard of excellence.
• Work Management: Effectively manages time as a resource; establishes realistic priorities; schedules own time and activities effectively; gives balanced focus and attention to appropriate long- and short-term priorities. Develops action plans and budgets; leverages technology; anticipates obstacles; establishes check points and monitors progress.
• Recovery Skills: Responds effectively and acknowledges responsibilities when clients (internal or external) experience problems or mistakes; rectifies the situation to restore client satisfaction; seeks information and collaborates with others to take action to implement permanent fixes. Maintains stable performance and emotions when faced with opposition, pressure, and or stressful conditions.
• Adaptability or Flexibility: Responds with flexibility to shifting priorities and changing work situations; recovers quickly from problems and setbacks; develops new skills to remain competitive. Adapts easily to change, sees the merits of differing positions, and adapts own positions and strategies in response to new information or changes to a situation.
• Coping with Demands of the Position: Uses effective problem solving while working under stress, high volume of work demands and/or time demands; regularly meets deadlines.
• Exemplify the organization’s values: We Tend to the Team; We Respect and Honor All People; We Jump In; We Try and We Learn; We Care for our Business; and We Return to our Mission.

Agency Standards:

Must have excellent computer skills with knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and Internet. Must have the willingness and ability to adapt to change including advances or new technology. Must have excellent customer service skills and be committed to providing the highest level of customer satisfaction. 

Other

PPGT is an equal opportunity employer.  We strictly prohibit unlawful discrimination of any kind, including discrimination on the basis of age; race, color, ancestry, national origin, or ethnicity; citizenship status; sex or gender; gender identity or gender expression or transgender status (including the individual's actual or perceived sex and the individual's gender identity, self-image, appearance, behavior, or expression); sexual orientation (including actual or perceived heterosexuality, homosexuality, bisexuality and asexuality); mental or physical disability; AIDS, AIDS Related Complex, or HIV status; perception of risk of HIV infection; or association with individuals who are believed to be at risk; religion or creed; genetic information; pregnancy status, including related medical conditions; marital status; past, current, or prospective service in the uniformed services; or any other basis protected by law.  We are a drug-free and tobacco-free workplace.

 

Applicants have rights under the Federal Employment Laws. To view these notices, please click on the following links: Family and Medical Leave Act (FMLA) poster: Equal Employment Opportunity (EEO) poster; and Employee Polygraph Protection Act (EPPA) poster.