Special Events Associate

                                                                                   Job Description

• Assist Senior Director of Development and Events and Special Events Manager with all special events, including but not limited to fundraising events and donor cultivation events including Annual Gala, Christmas Luncheon, Cardinal’s Open Golf Event, Wine Tastings, donor mass and receptions and silent and live auctions.
• Provides administrative support pre and post event, including financial report updates, expense reports, invoice processing, check requests, archiving event materials and correspondence, event storage and inventory, shipping, and pledge follow up.
• Manage special events email inbox, voicemail and update guest lists.
• Update and track event revenue and expenses.
• Communicate directly with donors to confirm donor information, guest list, seating, pledge payments, etc.
• Must be comfortable dealing with high-net-worth donors.
• Liaise with vendors and order event equipment and materials.
• Manage volunteers, staff teams and vendors at events and assist Special Events   Manager with production schedules and Run of Show for events.
• Drafts correspondence and coordinates mailings.
• Prepare and assemble printed materials for events. i.e. invitations, programs, signage, nametags, seating documents.
• Liaise with marketing team on printed materials (i.e., schedules, invitations, programs, signage, nametags, seating cards, etc.)
• Coordinates solicitation, save the date and invitation mailings.
• Assists with on-site event management, production, load-ins and close-down for events.
• Collaborates with Operations Team to ensure data is captured in Fundraising Team’s Raiser’s Edge CRM. Use the full capabilities of the Events Module. Ensure mailing lists and attendance are tracked.
• Assists with administrative support including preparing and submitting check requests, archiving event materials, event storage and inventory, shipping, and other support as needed.
• Other tasks and responsibilities depending on the specific needs of the department.

Catholic Renewal (CR):

• Liaison with the Senior Director of Development & Events and Special Events Manager on all Catholic Renewal (CR) events and activities. Catholic Renewal is a specialized donor group which fundraises for the Catholic Charities Feeding Our Neighbors Program annually through a series of events including wine tasting, St. Francis Reception, Summer Cocktail reception and Holy Week mass and reception.
• Work with the leadership of Catholic Renewal on all events and event materials, including invitations and sponsorship forms, email blasts, weekly meetings and other design materials.
• Support the Special Events Manager on CR event logistics including financial records, mailings, invoicing, venue and vendor coordination.
• Assist Special Events Manager with maintaining the CR contact list, coordinating email blasts, tracking attendance and donations to all events, and reporting updates back to CR leadership.

Position Type and Expected Hours of Work:

This is a full-time position. Days and hours of work are generally 9:00 AM to 5:00 PM Monday – Friday with a hybrid work schedule. Please note that additional night and weekend hours will be required to meet deadlines and attend events.

Working conditions and physical demands:

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Travel at least 20% of the time using public transportation or vehicle, traverse city streets, occasionally ascend/descend stairs, and be exposed to outside weather conditions.
• Remain stationary using a computer at least 50% of the time, in meetings and/or events.
• Carry a laptop to offsite work locations.
• Ability to operate standard office equipment.

Qualifications

Education and/or experience:

• Bachelor’s degree.
• Minimum 2-5 years' experience in non-profit fundraising events or in Development for a not-for- profit.
• Donor management and/or volunteer management experience a plus.
• Must be organized, detail oriented, deadline driven and demonstrate follow through on cultivation leads and gift fulfillment.

 Skills, Licenses, and/or competencies:

• Excellent organizational skills and attention to detail
• Ability to multi-task, juggle multiple projects and multiple and simultaneous deadlines.
• Excellent written and verbal communications.
• Team player.
• Professional manner and strong interpersonal skills.
• Able to work in a highly sensitive environment where confidentiality is essential.
• Strong computer skills; including Microsoft Office, Excel, Internet research
• Knowledge of Raiser's Edge CRM a plus.
• Able to work extended hours and late nights as dictated by events.
• Knowledge of protocol and etiquette standards.

Salary Range:  $55,000 - $65,000

Catholic Charities and Catholic Charities Community Services is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristics protected by law.

August 12, 2025