May 26, 2021

Event Planner & Administrative Assistant

$44,000 - $46,500 yearly
  • DOVE (DOmestic Violence Ended), Inc
  • Quincy, MA, USA
Full-Time Administration/Operations Fundraising/Development Marketing/Communications

Job Description

The Event Planner and Administrative Assistant has a dual role of:

  • Event Planner: Work as part of a team with the Director of Marketing & Philanthropy and the Senior Coordinator, Fundraising & Communications, to assist with all aspects of DOVE’s development events including PR, communications, and marketing activities. Manages the day-to-day operations of DOVE’s fundraising and development efforts to increase philanthropic support for DOVE’s work and contribute to the overall success of the organization. (~50-60%)

 

  • Administrative Assistant: Act as the general assistant for the Executive Director as well as DOVE’s Development and Administrative Teams. Provide assistance to the Executive Director, Director of Administration and Operations, Development Team, and the organization as a whole regarding office, administrative, and operational matters (~40-50%)

 

Responsibilities include:

Events and Development (45-55%)

  • Assist Director of Marketing and Philanthropy to develop overall planning of and management for fundraising events, including DOVE’s signature fall Harvesting Hope gala and spring Let’s Dance for DOVE fundraiser.
  • Write for and coordinate content and design for DOVE’s print and electronic communications as they pertain to events.  
  • Proactively plan and manage event timeline and budget for sponsorships, live and silent auction items, raffle items, etc.
  • Staff the Events Committee, taking meeting minutes, coordinating task delegation. Assisting with any problems that arise, and monitoring members’ progress; managing logistics.
  • Work with venue staff and contractors/vendors (food, MC, auctioneer, entertainment, AV, design/printers, mailing vendors, videographers, photographers(s), etc.) to ensure planful and smooth implementation of events
  • Coordinate all development volunteers including: events, mailings, etc.
  • Identify existing and prospective sponsors and supporters and, in collaboration with Director of Marketing & Philanthropy and Development Committee/Board members; develop and implement strategy for approach, growing relationships, and follow-up, including stewardship, throughout the year.
  • Manage and maintain event tracking google doc and dashboard.
  • Develop and coordinate post-event analytics/evaluation to include return on investment analysis to ensure continued success of events and sustainability.  
  • Liaise with organizers of 3rd party events, such as Sly Fox annual fundraiser, Fashion Show, and other benefit events for DOVE, ensuring staff and Board representation (development and/or program) at events as requested.  
  • Finish events by following up and thanking all volunteers, vendors, and donors.
  • Support the Director of Marketing and Philanthropy in facilitating the implementation of House Parties and like events (e.g., Bookgroup discussions) hosted by DOVE Board and Advisory Council members and other supporters, involving program staff as appropriate.  
  • Coordinate in-kind donations and donation drives, in collaboration with program staff, for items that will benefit survivors DOVE serves, such as back-to-school, cold-and-flu, etc.; assist with Holiday Assistance Program.  
  • Coordinate corporate and other community groups (e.g., church) service projects and engagements as feasible and beneficial to DOVE’s work.  
  • Coordinate volunteer engagement (recruitment, oversight, supervision, etc.), particularly for fundraising events, and liaise with program staff as appropriate.  
  • Assist with preparation and implementation of outreach presentations and trainings as they pertain to development.  
  • Represent DOVE at community events, to current and prospective donors, elected officials, funders, corporate supporters, and other outside constituents, and periodically at programmatic collaboration events.  

 

Administrative (35-45%)

  • Assist Executive Director with projects, both clerical and complex tasks, to include scheduling, meeting preparation, communications, public policy advocacy, tracking of progress on Strategic Plan, projects with Board of Directors and its committees, as well as others.
  • Assist the Director of Marketing and Philanthropy with projects, both clerical and complex tasks, to include: mailings, donor outreach, and donor research.
  • Assist Director of Administration and Operations with maintaining vendor and personnel files, office supply inventory, incoming and outgoing mail, maintaining office in clean and orderly condition and other general organizational duties as assigned.
  • Transport supplies between Community Advocacy and Prevention Services (CAPS) office and Shelter as needed.
  • Perform administrative and clerical tasks as needed to support the organization (i.e., answering phone, copying, receiving deliveries and donations, etc.)
  • Other duties and new areas of interest as determined by the supervisor.  Opportunity to learn nonprofit management and grow into a larger role over time.

Additional Responsibilities (5-10%)

  • Attend and participate in supervision meetings, staff/team and committee meetings, Board and its committee meetings as necessary, and other internal and external trainings.
  • DOVE has committed 5% (2 hrs/wk) of all staff time to participate in active learning regarding justice and equity issues, including regarding race, gender identity, sexual orientation, ability, etc., to include reading, listening to podcasts, watching webinars, videos, etc. Active discussion with peers is encouraged. For BIPOC and LGBQ/T staff, time can include commitment to self-care and resilience-building as needed.
  • Complete other duties as assigned.

Work Schedule: Full-time (40 hrs/wk), non-exempt position, generally Monday-Friday 9:00am-5:00pm, with regular schedule variations based on business needs. The Event Planner & Administrative Assistant will be required to work at other times to participate in event planning meetings and community/ outreach/fundraising events; this will definitely include periodic evening and weekend hours.  

Hiring Organization

DOVE (DOmestic Violence Ended), Inc

Qualifications

Skills & Qualifications:

Following is a summary of the key attributes of the successful candidate: 

  • You are well organized, have superior attention to detail, and have the ability to manage multiple tasks at a quick pace, and follow through to completion.  
  • You have experience with event planning and execution.  
  • You have strong written and oral communication skills.  
  • You are tech-savvy with excellent computer skills and a high level of proficiency with the internet and technology, including social media, Word, Excel, and PowerPoint. You have some knowledge of donor databases and can learn new systems quickly.  
  • You present professionally and have the ability to work well with key stakeholders including Board members, donors and supporters, and survivors engaged with DOVE.  
  • You are able to manage time efficiently and meet required deadlines consistently.  
  • You have a positive approach, can-do attitude, sense of humor, are flexible, and can troubleshoot, triage, and stay poised and calm under pressure.  
  • You have a solid work-ethic, can work independently, are self-motivated and self-reliant, and are dependable.  
  • You can work effectively, collaboratively, and creatively in a team-oriented environment.  
  • Anti-oppression activist experience welcome; demonstrated experience anti-oppression dialogue and practice is preferred. Participation in this ongoing process of learning anti-oppression principles (including characteristics of white privilege/white supremacy) and putting into reflective practice is expected of all staff members.

Requirements:  

  • Must be committed to DOVE’s mission and practice philosophies, to ending violence and oppression, to using empowerment practice, and to promoting social justice and social change.
  • Experience actively engaging in anti-oppression dialogue and practice is welcome; participation in this ongoing learning and process, as a member of DOVE’s staff, is required.
  • Must complete DOVE’s comprehensive domestic violence training within one (1) year of hire, participating when the training is next offered by DOVE; documentation of similar training at another organization may partially fulfill this requirement.
    • Ability to climb and descend stairs and lift/carry up to 30 pounds.  
  • Valid driver’s license, reliable transportation, current automobile insurance, and willingness to travel within DOVE’s service area on organizational business.
  • CORI check upon offer of hire. CORI History will be reviewed and may or may not disqualify candidates.

**   DOVE aspires to cultivate the leadership potential of promising candidates.  Domestic violence survivors, members of historically oppressed communities including QTPOC, candidates with disabilities, and individuals with experience working in DOVE’s catchment area are particularly encouraged to apply. 

Industry/Service Area

Housing/Shelter, Human Services, Social Justice

Level

Entry-level

Benefits

Compensation & Benefits:

DOVE is committed to working for racial, social, and economic justice, working with engaged and dedicated colleagues, and providing and ensuring training and education in best practices as well as professional development opportunities. As an organization we hold openness to innovation, and we seek the opportunity and resources to do meaningful, impactful work.

  • Position will be paid $21.16 - $22.36/hr. ($44,000-$46,500 expected annual salary/equivalent), depending on skills and experience.
  • Paid time off: Vacation (3 weeks in Year 1, increases at Year 3), Personal Days (3 days/year),
    Sick time (12 days/year), and 12 Holidays.
  • Insurance coverage (70% Health/Dental and PFML, 100% Short-Term Disability and Life).
  • Flexible Spending Account.
  • Opportunity for individual to establish and contribute to retirement account.

Application Instructions

To apply, send Cover Letter specifically for this position and Resume to:
Dawn Hayes, Director, Marketing & Philanthropy, DOVE Inc.     applytodove@gmail.com 

  • Applications will be considered until the position is successfully filled. 1st round applicant reviews are anticipated to begin mid-June. Interviews will be offered to the strongest qualified candidates to date. It is DOVE’s hope that the incumbent will begin work by ~ late July/early August, 2021.
  • Applications or resumes without a cover letter expressing interest in employment at DOVE will not be considered.


For more information on DOVE, see our website: www.dovema.org        


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