Donor Events Coordinator 26332 https://calacademy.snaphire.com/job?jobmc=26332GOOGLE https://calacademy.snaphire.com/job?jobmc=26332GOOGLE
Careers at California Academy of Sciences California Academy of Sciences https://www.calacademy.org/ https://calacademy.snaphire.com/california-academy-of-sciences-198px-square.png

Location: Golden Gate Park 55 Music Concourse Drive San Francisco CA 94118 USA

Industry: Museums, Science, Education, Tourism
Work Hours: Full-Time

Date Posted: 30 Jan 2020

Valid Through: 21 Feb 2020 23:55

POSITION SUMMARY: 
The Donor Events Coordinator supports event logistics, donor cultivation, digital marketing, and the execution of both small and large scale events while working closely with the Donor Events team within the Academy's Development department.  Reporting to the Associate Director of Donor Events, the Donor Events Coordinator will support various planning and administrative functions for the Academy's donor events portfolio, including two fundraising events: The Big Bang Gala and SuperNatural Halloween.  This position will also manage marketing, solicitation, and volunteers for The Hive, the Academy's young professionals group, as well as the successful planning and execution of their events.

We hope you are inspired by what we do and are excited to contribute to our mission. The Academy is looking for candidates who do great work, and we know they may come from a number of different backgrounds and experiences. We encourage you to apply even if you don't believe you meet every ­one of the qualifications for the position.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable persons with disabilities to perform the essential functions.

Events Coordination

  • Coordinate multiple aspects of special events and development activities, including but not limited to: major fundraising events (Big Bang Gala and SuperNatural Halloween), cocktail parties, dinners, meetings, tours, and other donor-related cultivation and stewardship activities, ranging from large scale (up to 3,000 people) to small scale (less than 50 people).
  • Responsible for managing donor events
  • Track expense allocation, revenue streams, and budget management.
  • Work closely with various internal departments (Rental Events, Operations, Guest Services, Custodial, Aquarium, Security and A/V) to develop, manage and communicate event tactical and logistical through the production of work orders. This will often include unconventional hours for the load-in and load-out of event vendors.
  • Work directly with the Associate Director of Donor Events to coordinate all event details (30+ events/year), including; tracking and managing RSVPs, providing administrative support, preparing mailings, event staffing, online copywriting, and responding to fundraising event ticket inquiries.
  • Lead post-event wrap-up meetings and write reports for all assigned events, consisting of thorough and detailed analysis of event results.
  • Act as a point of communication for donor event needs over the phone and through email.

Communication & Development

  • Provide administrative and strategic support for Donor Events including; managing the website, creating copy for event invitations, supporting solicitation and renewal cycles, donor correspondence, and event planning.
  • Prepare donor renewal, stewardship and solicitation letters, and quarterly donor eNews.
  • Prepare and produce lists for marketing efforts.
  • Maintain the Donor Events team calendars to track donor communications.
  • Utilize all available tools, including internal and external resources, to research donors and prospects, recording a summary of findings into Tessitura donor database.
  • Support in-kind donation solicitations, maintain in-kind inventory control, and record all in-kind items and beverages. 

The Hive
The Hive is the Academy's young professional network, bringing together bright minds and big ideas. The Hive offers opportunities for young professionals to connect and get closer to the Academy's mission and world-class research.

  • Support strategic plan to reach annual Hive fundraising goal
  • Execute and manage successful Hive events
  • Coordinate with Associate Director of Donor Events and the Hive Advisory Council (volunteer leadership committee) to increase membership and cultivate pipeline for donor philanthropy
  • Solicit and liaise with the Council's committee chairs and run bi-monthly council meetings
  • Supervise all Hive volunteers
  • Coordinate with the Hive committee chairs on Hive's monthly event programming
  • Oversee the Hive's membership marketing, promotion and renewal processes
  • Partner with internal departments (ie. Membership, NightLife) to identify and solicit prospective Hive members
  • Provide regular reports on the effectiveness of the Hive donor development efforts
  • Manage the Hive budget

Other

  • Demonstrate passion and commitment to the Academy's vision, mission, and values.
  • Work nights and weekends as needed.
  • Follow all Academy safety regulations.
  • Other duties as assigned.

MINIMUM QUALIFICATIONS:
The qualifications listed below are representative of the knowledge, skill, and/or ability required or preferred.

EDUCATION and/or EXPERIENCE:
A qualified candidate will have a combination of the following experience and/or equivalent education:

  • Bachelor's degree required
  • Experience working within complex, multi-layered organizations a plus.
  • Minimum two years progressive experience in special events, development, marketing or transferable experience from corporate sales/business sector required
  • Experience with managing volunteers and membership programs
  • Proven success at managing events and marketing budget

KNOWLEDGE, SKILLS, AND ABILITIES:

  • The demands of the job are such that frequent nights and weekend availability are required
  • Sense of humor, strong work ethic and willingness to get the job done
  • Passion for events/event production
  • Ability to work both independently and as a team member
  • Superior written, verbal, and interpersonal communication skills to foster a collaborative and cooperative work environment and maintain good working relations at all organizational levels
  • Excellent proofreading skills
  • Able to maintain confidentiality of sensitive information and use good judgment
  • Must possess a calm demeanor, especially under pressure
  • Proficiency in Tessitura software desirable
  • Demonstrated experience in MS Office products and Google suite

LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups or individuals.

PHYSICAL DEMANDS & WORK ENVIRONMENT:
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform 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 required to stand, sit, walk, and reach with hands and arms, and talk or hear. Must be able to lift 25 lbs.  Must be able to perform repetitive motions, such as computer work, 75% of the time.

APPLICATION INSTRUCTIONS:  
Please submit your cover letter and resume online at https://calacademy.snaphire.com Note that the recruitment timeline for positions vary and depend on many factors, so it is impossible to accurately predict when a position will close. We appreciate your patience during this process. No phone calls please.

The California Academy of Sciences welcomes people of all backgrounds, identities, and beliefs to join us in achieving our mission to explore, explain, and sustain life. We place diversity, equity, and inclusion at the heart of our recruiting efforts and strive to build a culture centered on mutual respect, equal treatment, and the opportunity to succeed.

The California Academy of Sciences will give full consideration for employment to all qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance (SF Police Code, Article 49).

The California Academy of Sciences is an Equal Opportunity Employer and is committed to ensure that all employees and applicants receive equal consideration and treatment, regardless of race, color, creed, gender (including gender identity or gender expression), religion, marital or domestic partner status, age, place of birth, national origin or ancestry, physical, mental or medical disability, height or weight, sex, sexual orientation, citizenship, military service status, veteran status, or any other characteristic protected by state or federal law or local ordinance.

The California Academy of Sciences is a non-smoking facility. There is also no smoking in Golden Gate Park.

Donor Events Coordinator

POSITION SUMMARY: 
The Donor Events Coordinator supports event logistics, donor cultivation, digital marketing, and the execution of both small and large scale events while working closely with the Donor Events team within the Academy's Development department.  Reporting to the Associate Director of Donor Events, the Donor Events Coordinator will support various planning and administrative functions for the Academy's donor events portfolio, including two fundraising events: The Big Bang Gala and SuperNatural Halloween.  This position will also manage marketing, solicitation, and volunteers for The Hive, the Academy's young professionals group, as well as the successful planning and execution of their events.

We hope you are inspired by what we do and are excited to contribute to our mission. The Academy is looking for candidates who do great work, and we know they may come from a number of different backgrounds and experiences. We encourage you to apply even if you don't believe you meet every ­one of the qualifications for the position.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable persons with disabilities to perform the essential functions.

Events Coordination

  • Coordinate multiple aspects of special events and development activities, including but not limited to: major fundraising events (Big Bang Gala and SuperNatural Halloween), cocktail parties, dinners, meetings, tours, and other donor-related cultivation and stewardship activities, ranging from large scale (up to 3,000 people) to small scale (less than 50 people).
  • Responsible for managing donor events
  • Track expense allocation, revenue streams, and budget management.
  • Work closely with various internal departments (Rental Events, Operations, Guest Services, Custodial, Aquarium, Security and A/V) to develop, manage and communicate event tactical and logistical through the production of work orders. This will often include unconventional hours for the load-in and load-out of event vendors.
  • Work directly with the Associate Director of Donor Events to coordinate all event details (30+ events/year), including; tracking and managing RSVPs, providing administrative support, preparing mailings, event staffing, online copywriting, and responding to fundraising event ticket inquiries.
  • Lead post-event wrap-up meetings and write reports for all assigned events, consisting of thorough and detailed analysis of event results.
  • Act as a point of communication for donor event needs over the phone and through email.

Communication & Development

  • Provide administrative and strategic support for Donor Events including; managing the website, creating copy for event invitations, supporting solicitation and renewal cycles, donor correspondence, and event planning.
  • Prepare donor renewal, stewardship and solicitation letters, and quarterly donor eNews.
  • Prepare and produce lists for marketing efforts.
  • Maintain the Donor Events team calendars to track donor communications.
  • Utilize all available tools, including internal and external resources, to research donors and prospects, recording a summary of findings into Tessitura donor database.
  • Support in-kind donation solicitations, maintain in-kind inventory control, and record all in-kind items and beverages. 

The Hive
The Hive is the Academy's young professional network, bringing together bright minds and big ideas. The Hive offers opportunities for young professionals to connect and get closer to the Academy's mission and world-class research.

  • Support strategic plan to reach annual Hive fundraising goal
  • Execute and manage successful Hive events
  • Coordinate with Associate Director of Donor Events and the Hive Advisory Council (volunteer leadership committee) to increase membership and cultivate pipeline for donor philanthropy
  • Solicit and liaise with the Council's committee chairs and run bi-monthly council meetings
  • Supervise all Hive volunteers
  • Coordinate with the Hive committee chairs on Hive's monthly event programming
  • Oversee the Hive's membership marketing, promotion and renewal processes
  • Partner with internal departments (ie. Membership, NightLife) to identify and solicit prospective Hive members
  • Provide regular reports on the effectiveness of the Hive donor development efforts
  • Manage the Hive budget

Other

  • Demonstrate passion and commitment to the Academy's vision, mission, and values.
  • Work nights and weekends as needed.
  • Follow all Academy safety regulations.
  • Other duties as assigned.

MINIMUM QUALIFICATIONS:
The qualifications listed below are representative of the knowledge, skill, and/or ability required or preferred.

EDUCATION and/or EXPERIENCE:
A qualified candidate will have a combination of the following experience and/or equivalent education:

  • Bachelor's degree required
  • Experience working within complex, multi-layered organizations a plus.
  • Minimum two years progressive experience in special events, development, marketing or transferable experience from corporate sales/business sector required
  • Experience with managing volunteers and membership programs
  • Proven success at managing events and marketing budget

KNOWLEDGE, SKILLS, AND ABILITIES:

  • The demands of the job are such that frequent nights and weekend availability are required
  • Sense of humor, strong work ethic and willingness to get the job done
  • Passion for events/event production
  • Ability to work both independently and as a team member
  • Superior written, verbal, and interpersonal communication skills to foster a collaborative and cooperative work environment and maintain good working relations at all organizational levels
  • Excellent proofreading skills
  • Able to maintain confidentiality of sensitive information and use good judgment
  • Must possess a calm demeanor, especially under pressure
  • Proficiency in Tessitura software desirable
  • Demonstrated experience in MS Office products and Google suite

LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups or individuals.

PHYSICAL DEMANDS & WORK ENVIRONMENT:
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform 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 required to stand, sit, walk, and reach with hands and arms, and talk or hear. Must be able to lift 25 lbs.  Must be able to perform repetitive motions, such as computer work, 75% of the time.

APPLICATION INSTRUCTIONS:  
Please submit your cover letter and resume online at https://calacademy.snaphire.com Note that the recruitment timeline for positions vary and depend on many factors, so it is impossible to accurately predict when a position will close. We appreciate your patience during this process. No phone calls please.

The California Academy of Sciences welcomes people of all backgrounds, identities, and beliefs to join us in achieving our mission to explore, explain, and sustain life. We place diversity, equity, and inclusion at the heart of our recruiting efforts and strive to build a culture centered on mutual respect, equal treatment, and the opportunity to succeed.

The California Academy of Sciences will give full consideration for employment to all qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance (SF Police Code, Article 49).

The California Academy of Sciences is an Equal Opportunity Employer and is committed to ensure that all employees and applicants receive equal consideration and treatment, regardless of race, color, creed, gender (including gender identity or gender expression), religion, marital or domestic partner status, age, place of birth, national origin or ancestry, physical, mental or medical disability, height or weight, sex, sexual orientation, citizenship, military service status, veteran status, or any other characteristic protected by state or federal law or local ordinance.

The California Academy of Sciences is a non-smoking facility. There is also no smoking in Golden Gate Park.

Job Details

Reference # 26332
Posted on 30 Jan 2020
Closes on 21 Feb 2020 23:55
Hours/Status Full-Time
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