Events Associate

Planned Parenthood Mar Monte•San Jose, CA

5d•$27 - $29•Hybrid

About The Position

The Events Associate will be responsible for supporting the planning, coordination, and execution of events. This role involves managing event calendars, databases, sponsor and attendee communications, and logistical preparations. The associate will also assist with event setup, cleanup, collateral production, and ensuring event safety and compliance. Additionally, the position requires collaboration with internal and external stakeholders, including vendors, volunteers, and interns, and may involve travel and occasional overtime.

Requirements

BA/BS degree or equivalent experience.
1-4 years of experience in event production, development operations, fundraising, or nonprofit administration preferred.
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, SharePoint) and Asana.
Proficiency with Salesforce, or equivalent database or fundraising software.
Ability and willingness to travel.
Excellent time management, organizational and decision-making skills with exceptional attention to detail.
Excellent oral, written and interpersonal communication skills.
Ability to manage multiple priorities and deadlines.
Ability to maintain accuracy and focus while performing detailed and process-driven work.
Ability to take direction and work both independently and collaboratively while contributing positively to a high-performing, collaborative team.
Ability to coordinate development or administrative projects.
Ability to relate professionally to major donors, staff, and the public and to collaborate with diverse groups.
Commitment to continuous improvement.
This position is a hybrid role that will require regularly scheduled on site work at a local health center or administrative office.
Weekend and evening hours are required leading up to and during events, occasional overtime required during event season.
Must have personal, reliable transportation, and valid driver’s license.

Nice To Haves

Nonprofit Development event experience a plus.

Responsibilities

Create and maintain department event calendar in collaboration with Events Manager and Event Production Specialist.
Enter attendee registration, sponsorship recognition, event pledges, gifts, and sponsorships in database.
Correspond with sponsors and event attendees in close collaboration with the Events Production Specialist.
Follow up with sponsors and attendees on sponsorship and attendee data gathering efforts.
Import invitation and attended lists to database.
Track and monitor event host committee fundraising efforts by maintaining database and distributing reports.
Support in the preparation of event logistic materials such as attendee and speaker bios, run of show, scripts, programs, sponsorship lists, and volunteer and staff assignments.
Attend and support all Development events.
Maintain and prepare inventory of event supplies, including packing and loading of supplies ahead of events, and organizing and cleaning up post event.
Support in event site setup and cleanup.
Support the production of event collateral and materials such as nametags, seating charts, registration lists, and other day of event necessities, leveraging mail merges and database reporting.
Support event production by collaborating with internal and external stakeholders.
Facilitate the timely vendor negotiation process between PPMM Legal and the vendor by being the liaison between the two using the Events Manager reviewed vendor contract.
Follow protocols to ensure timely vendor payments and to obtain Certificate of Insurance, per signed agreements.
Support development of print and digital deliverables.
Adhere to Safety & Security Team protocols to ensure event safety.
Create, review, and update event procedures in collaboration with Events and DevOps staff.
Adhere to c4 and PAC event and protocols to ensure compliance.
Work with/supervises volunteers/interns as applicable.
Complete event related credit card expense reports.
Post non-event gifts during peak times and when backup is needed.
Perform other duties as assigned.