Special Events Assistant

Community Servings

Job Description

 
Job Title: Special Events Assistant            Reports To: Senior Manager Special Events
FLSA Status: Non-Exempt                         Department: Development
Labor Status: Non-Union                           Approved By/Date:  6/16/2023       
 
                        
Community Servings' mission is to actively engage the community to provide medically tailored, nutritious, scratch-made meals to chronically and critically ill individuals and their families. In addition, we are committed to prioritizing racial and economic justice and health equity in all our programs and business practices.
 
We are a dynamic and fast-growing agency at the forefront of the "Food is Medicine" field, providing over 1M medically tailored meals annually to clients and their families experiencing illness and food insecurity in Massachusetts and Rhode Island. In addition, our work strongly focuses on supporting the regional local food system, delivering high-quality nutrition education to the community, and hosting an on-site food-service workforce development program. Over the past 33 years, the agency has provided 11M+ free, scratch-made meals.
 
Community Servings knows that diversity drives excellence. We are a place where everyone is welcome. We celebrate, promote, and derive strength from a diversity of lived experiences. We actively seek and encourage an inclusive workforce.
 
Summary: 
 
Reporting to the Senior Manager Special Events, but working closely with the entire development team, including the Chief Development Officer and Director of Development, and the CEO.  The Special Events Assistant will help plan, support, and implement LifeSavor and Pie in the Sky, Community Servings two signature events. Primary responsibilities are to assist in production of our cultivation events and fundraising parties and often the contact for development volunteers and donors to Community Servings.  Additionally, the Special Events Assistant will implement all onsite events including donor events, guest visits from elected officials, CEO lunches and other cultivation events held on location.  In addition, the position will oversee third party events like the Ride for Food, the Falmouth Road Race, and our annual Meals for Moms and Dinners for Dads events.  
 
Essential Functions:
  • Assist the Senior Manager Special Events and Director of Development in management of all aspects of fundraising events and execution of those events
  • Create and maintain timelines and project plans for all events
  • Help manage committee members and meetings including setting and sharing agendas ahead of meetings, taking notes during meetings and sharing those afterwards.  
  • Coordinate with communications team to implement event marketing plan
  • Assist with management of stewarding event donors
  • Help manage in-kind and sponsorship solicitations
  • Maintain event volunteer relationships including development committee, young leader committee, annual event committees and others to support events they are planning on hosting.  
  • Schedule and attend committee meetings
  • Ensure that event-related donations and information are properly tracked in event databases, and master fundraising database
  • Serve as a co-lead and staff liaison for our Community Servings Young Leaders (CSYL) group
  • Research and identify new opportunities for event fundraising
  • Work with Chief Development Officer, Director of Development, Senior Manager Special Events, Major Gifts Officer and CEO to plan and execute donor cultivation events.
  • Ensure event spaces/rooms are set as needed regarding tables, chairs, banners, food & beverage, etc. for any donor, guest or visitor as needed by the CEO, Chief Development Officer, Director of Development, Senior Manager Special Events, Major Gifts Officer.        Liaison with the facilities department to ensure all event related items are in place as needed.  
 
Qualifications:
  • Exemplary organizational, time-management, and project management skills with meticulous attention to detail
  • Outstanding interpersonal skills, including demonstrated confidence and poise in front of donors and high-level volunteers
  • Ability to set priorities and manage multiple tasks and deadlines simultaneously
  • Solid computer skills, including Microsoft Office Suite. Database (SalesForce) and Monday.com experience a plus
  • Online registration systems and running zoom meetings
  • Night and weekend work required before and during select events
  • Commitment to diversity and serving diverse constituents
 
Education
Bachelor’s Degree and/or an equivalent mix of education and experience required
 
Supervisory Responsibilities
This job has no supervisory responsibilities
 
Work Environment
 
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
While performing the duties of this job, the employee is frequently exposed to a normal office environment.
 
The noise level in the work environment is typically moderate.
 
Benefits:
We offer a complete benefits program including:
 
  • Medical Insurance
  • Life-, Short- and Long-Term Disability Insurance
  • Paid Vacation, Holidays, Sick Time, and Personal Time off
  • Flexible Spending account (Medical and Daycare)
  • Tuition reimbursement 
  • 403(b) Retirement Plan
  • Free Dental Insurance 
  • Free daily community lunch
  • Free parking 
  • Free mindful breathing and yoga classes