Assistant, Event Fundraising
- Location: Boston, MA
- Posted: May 20, 2019
Located in Boston and the surrounding communities, Dana-Farber Cancer Institute brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow's physician/researchers; we reach out to underserved members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.
The Assistant provides administrative support to the Associate Director of Event Fundraising, two Assistant Directors of Event Fundraising, and Officers of Event Fundraising. The Assistant creates and streamlines event management systems for events, including but not limited to mailing lists, RSVP and registration lists, event timelines, and revenue/expense reports, in addition to overseeing STEPP procedures & responding to calls from volunteers, sponsors, and corporate contacts.
Embody Dana-Farbers Core Values: Impact; Excellence; Compassion & Respect; and Discovery every day. Add value to the Dana-Farber community by seeking opportunities to collaborate across the Institute. Foster an ethical, positive, results-oriented culture founded on open communication.
Responsible for assisting the entire Division with reaching financial goals.
Resume and cover letter required with application submission.
PRIMARY DUTIES AND RESPONSIBILITIES:
Streamline event management systems for events, including but not limited to mailing lists, RSVP and registration lists, event timelines, and revenue/expense reports;
Respond to calls and visits from volunteers, sponsors, corporate contacts, and inquiries at large. Determine urgency of situation, inform Associate Director when the situation merits his or her attention, suggest appropriate response;
Assist with the planning and execution of internal and priority third-party events (TPEs) as well as any new events that are created;
Solicit, obtain, and organize auction items as required;
Schedule ten Donor Visits throughout the year with various event managers, participants, and donors;
Provide event day support for multiple events;
Compose, type and mail/fax correspondence, memos, and reports;
Distribute faxes, copy materials, prepare monthly P-Card report, fulfill purchase orders and invoices; fax, answer phones, etc.;
Coordinate all materials in preparation for specific projects including ordering promotional materials from manufacturer or distribution center, coordinate shipping, assembling gift bags, generating original correspondence, follow-up materials, acknowledgements, and awards.
Third Party Events (TPEs): Third Party event procedures for Endorsed and Recognized events- ensure that all events fill out paperwork, assist event managers with pre-event plan and budget, ensure that all proceeds are received in a timely manner, and that all appropriate people involved with the event are properly acknowledged
Responsible for assisting the entire department, including other business units, reach financial goals; this will be achieved by fulfilling my responsibilities, moving with alacrity toward agreed upon goals, offering to assist colleagues as needed, and putting aside personal agenda or preferences to focus on fund raising to provide patient care and research funding necessary to combat cancer;
Provide support for front desk and related duties as requested and needed.
Reports to Associate Director of Event Fundraising. This position has direct supervision of temporary staff and volunteers, but will seek major decision-making authority from direct supervisor. However, independent decision-making on day-to-day tasks and good judgment is required for dealing with Institute donors, trustees, and senior staff and confidential information.
MINIMUM JOB QUALIFICATIONS:
As this level position is often considered a base for someone pursuing a career in Philanthropy, a Bachelors degree is preferred. 0-2 years of administrative experience preferred.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
Excellent written and verbal communications skills are necessary with a strong orientation to customer service. Superior organizational skills and ability to manage a variety of projects are essential. Directed and self-starting attitude with the ability to work independently as well as part of a team required. Solid computer skills and competency in Microsoft Office Suite products is absolutely necessary. High degree of confidentiality must always be exercised.
Yes, with TPE managers, patient partners or speakers at events.
Workstation located in typical office setting. Requires light lifting for event set-up. Some travel and attending events during evenings and weekends is expected/required. Some use of personal vehicle for business purposes may be required.
Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other groups as protected by law.
- full time