Event Assistant
(Wine Jobs:
Sales & Marketing)
Full Time
United States,
Washington
Auction of Washington Wines Event Assistant
Reports to: Auction of Washington Wines Event Director
Full Time or Part Time: Full-time Temporary April-October – 40 hrs per week
Organizational Overview
Auction of Washington Wines is a 501 (c) (3) non-profit organization dedicated to promoting Washington wine while producing and hosting one of the most celebrated wine auctions in the country.
In the spirit of charity, the Auction of Washington Wines is pleased to provide financial support for Uncompensated Care at Seattle Children’s Hospital and to invest in viticulture and enology research at Washington State University to help establish Washington as a world-class wine producing region.
The Auction of Washington Wines has raised more than $30 million since its inception in 1988.
Job Description:
The Event Assistant is responsible for working with the Event Coordinator and Event Director to successfully execute the Auction of Washington Wines’ events. This position will work directly with individuals in the wine industry and collaborate with beneficiary staff and volunteers. The Assistant is an enthusiastic member of our team who is eager to take on assignments and flexible enough to move from one project to another as required. Job responsibilities include, but are not limited to, procurement, website management, donor and database management and payment processing. Proficiency in Auction Tracker software desired.
Essential Duties and Responsibilities include:
- Participate in overall planning process, assisting Event Coordinator and Event Director as required.
- Assist in coordination of Picnic event, working closely with Production Manager, Culinary Manager, Event Coordinator and others to execute event layout, games and all details.
- Track ticket sales and registration for all events. Oversee registration at all events.
- Track all auction donations and manage silent auctions at each event.
- Track sponsorship commitments and insure sponsorship benefits are fulfilled. Follow-up with sponsors as needed.
- Manage data entry process and database for all donations and donors. Organize and execute donor acknowledgement campaign.
- Monitor organization website and keep updated.
- Organize IT services and requirements at the events.
- Maintain minutes for all Chairman’s Committee meetings.
- Responsible for execution of specified events.
- Work in conjunction with Event Director to implement procurement campaign including soliciting procurements and distributing proposals.
- Organize all mailings and correspondence campaigns as needed.
- Manage accounting processes working directly with accounting firm and bookkeeper to manage accounts receivable/payable.
- Assist with filing and other organizational paperwork and general administrative help as requested.
- Monitor marketing and print projects for all event collateral including promotional posters, auction catalogs, event programs, and more. Produce various materials as needed.
- Assist Event Director in organizing fulfillment of prior year auction lots and events.
- Develop plan for post-event acknowledgement and inventory processes.
- Create, distribute and analyze post-event surveys.
Requirements:
- Bachelor’s degree from four-year college or university or 2 years fundraising or equivalent experience.
- Excellent written, oral, and communication skills. Must be well-spoken in person and on the phone so as to interface with all levels of volunteers and donors.
- Creative, energetic, flexible and a team player.
- Experience managing volunteers is desired.
- Strong comprehension of database systems and a quick learner. Proficient in Microsoft Office, especially Word and Excel. Knowledge of Auction Tracker and/or other auction software programs highly desired.
- Excellent multi-tasker with time management skills who can meet deadlines under pressure.
- Detail-oriented with strong organizational skills.
- Ability to think and work under pressure.
- Ability to make sound judgments independently and take initiative. Well-disciplined and a self-starter that is extremely resourceful.
- Willing to work evenings/weekends as required.
- Willing to travel as needed.
- Valid WA State driver’s license.
- Must be able to lift and carry a case of wine, approximately 40 pounds.
Location and Travel:
This position is located in downtown Seattle, WA. May require occasional travel within the state.
How to Apply:
Cover letter and resume may be emailed to [email protected]. All materials must be received by 5:00pm PST on Monday, March 30, 2015. No calls, please.
