Foundation Events Intern

JOB PURPOSE:

Assist with a wide range of office and event functions including entering data, filing, sending and receiving documents, typing and production of projects. Assisting in the completion of numerous event logistics. Assisting with the occasional loading and set up for events.

JOB QUALIFICATIONS:

· Minimum of 21 years old

· High School Degree or equivalent with a minimum of one (1) year of varied office/secretarial experience with a general knowledge of office procedures and equipment.

· Enrolled in an Event Management, Fundraising, Hospitality Management program at a University or College.

· Proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook).

· Proficient in typing and data entry.

· Strong Command of the English language with the use of correct punctuation, spelling and grammar skills.

· Strong interpersonal skills and ability to effectively communicate.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Agency Operations and Administration

· Effectively use cell phones, computers, computer software, tablets and the Internet for the performance of job assignments.

· Actively participate in assigned team meetings, individual/supervision meetings, planning or other agency meetings.

· Prepare, receive, and understand written material, whether by mail, facsimile, or e- mail and quickly respond to phone calls, voicemails, and written materials

· Provide information about the SLSF mission and goals to corporations, individuals and civic groups through presentations, networking and speaking opportunities.

· Provide timely correspondence such as thank you notes, invoices, faxes and other information as needed to event participants, event donors and event sponsors.

· Solve complex problems and work efficiently and effectively under pressure and meet all deadlines for all projects, assignments, and events

· Maintain a neat work area with easily accessible information in a logical filing system.

Position Specific Responsibilities

· Completes typing/word processing, copying data entry and fulfilling due dates and required deadlines.

· Maintain filing and record keeping as assigned.

· Maintain confidentiality in all applicable situations.

· Work efficiently, effectively and meet all deadlines for all projects and assignments.

· Ability to receive direction from different individuals and groups within the agency.

· Develop and maintain effective communication with co-workers and the public.

· Assist the Event Coordinator with all miscellaneous fundraisers and campaigns

· Assist the Event Coordinator in creating new and engaging components for events.

· Assist the Event Coordinator and Foundation Manager in updating the mailing list for attendees, raffle prizes and sponsorship for new and old donors.

· Schedule and pick up donations for events.

· Assist the Event Coordinator in inventorying the storeroom

· Write non – event thank you letters for donors

· Assist the Event Coordinator with volunteer check – in and managing volunteers during events

Safety

· Understand Safety Policies, maintain a working experience of all general and departmental-specific safety policies. Compliance with safe work practices and requirements.

· Enforce safety policies by improving employee and public knowledge. Correcting unsafe behavior and conditions.

· Cooperate and assist in the investigation of accident/incidents. Attends all required safety programs and education meetings.

JOB STRENGTH REQUIREMENTS:

WEIGHT BEARING:

· Ability to safely lift and transfer event equipment and supplies at a minimum of 10 pounds per load.

· Ability to move heavy equipment such as tables, chairs, water, office or computer equipment.

AGILITY/FLEXIBILITY/BALANCE:

· Ability to kneel down, rotate body position, and reach into small spaces such as under workstations to check computer or other equipment.

MANUAL DEXERITY:

· Ability to safely drive vehicles and to manipulate vehicle controls and operate wheelchair lift equipment.

· Ability to manipulate various tools needed to perform the responsibilities of the job such as; writing utensils (pen, pencil, computer keyboard), communication devices (telephone, keyboard), recreation equipment of all types, office equipment (copy machine, paper cutter, stapler, hole punch, tape dispenser, charge card processor etc.) Executive Director Approval Executive Director Signature Date

Psychological Considerations:

· Willingness to handle multiple projects and quick transactions between duties each day.

· Ability to meet multiple deadlines at once.

Environmental Considerations:

· Ability to work in a busy, open office area.

· Work with constant interruptions while communicating and meeting with others.

Cognitive Considerations:

· Ability to spend long hours in intense concentration.

· Requires attention to detail and high levels of accuracy due to long hours of computer entry of detailed information and financial reports.