Development Special Events Associate

Reproductive Freedom for All overview:

For more than 55 years, Reproductive Freedom for All has fought to protect and expand reproductive freedom —including access to abortion and contraception — for every body. We are powered by our more than 4 million members from every state and congressional district in the country, representing the 8 in 10 Americans who believe every person should have the freedom to make the best decision for themselves about if, when, and how to raise a family. 

Reproductive Freedom for All centers diversity, equity, inclusion, and justice in our organization and our work. Continuously learning from our history, we hold ourselves accountable to achieve reproductive freedom with equitable access for everybody. As the oldest and largest national membership organization primarily focused on advocating for abortion access, we organize and mobilize, galvanizing millions of people to take action to defend reproductive freedom, and shining a spotlight of accountability on bad actors who work to impose their ideological agenda on others. We also work to elect champions for reproductive freedom and advance state and federal legislation to safeguard it. For more information on Reproductive Freedom for All, please visit our website. 

About the role:

The Development Special Events Associate provides critical administrative support and serves as the first point of contact for donor inquiries regarding Reproductive Freedom for All's signature fundraising events. This role ensures that the organization's donor Leadership Councils have the information they need to conduct outreach on behalf of the organization.

Core responsibilities include scheduling and coordinating Leadership Council and Executive Council meetings, professional outreach to donors, and uploads to the donor database. The Associate also maintains event tracking sheets and provides high-level analysis for event reports. The role requires a professional and cordial demeanor in interacting with donors of all levels, strong attention to detail, and the ability to track multiple, sometimes overlapping, projects. Ultimately, this position owns the administrative processes and work products for Reproductive Freedom for All's signature fundraising events, ensuring the flow of information from the organization to its Leadership Councils and from donors into the database.

Location: San Francisco Bay Area

Reports to: Director for Strategic Engagement and Special Events

Positions Directly Reporting to this Position: N/A

This Position Is: Full Time, Non-Exempt, Union Level II

Salary: $50,000 - $58,000

Responsibilities:

• Provide onsite administrative and project coordination support for the Strategic Engagement and Special Events team;
• Create graphics and event materials for events and provide design support to the Development Team as needed;
• Coordinate the special event donor acknowledgement process to ensure timely and accurate stewardship following events;
• Assist with the planning and execution of pre- and post-event activities, including but not limited to regular Host Committee or Leadership Council meetings, special briefings or trainings. Onsite attendance required for meeting administration;
• Coordinate and maintain event-related data, including invitation lists, fundraising revenue, donor records and profiles, and reporting – in external spreadsheets and database systems;
• Draft, proof and distribute event communications, including invitations, event reminders, acknowledgments etc. via mail merge systems;
• Enter and maintain event information, donor interactions, solicitations and attendance records in the donor database;
• Coordinate with the digital team on event registration pages, online communications and event related web content;
• Serve as a primary staff liaison for the Peninsula and San Francisco Leadership Councils – supporting meeting coordination and communications;
• Support the coordination for all logistical aspects for our signature and special events programming – including vendor management, event timelines, registration and on-site support;
• Prepare and organize agendas, briefing materials, donor profiles, event materials etc. for Leadership Council Meetings and other volunteer led gatherings;
• Support targeted donor outreach efforts by preparing draft emails, call sheets, acknowledgments, briefs, follow-up materials etc. as needed;
• Coordinate the recruitment, scheduling, and training of staff volunteers to support event execution;
• Assist with post-event reconciliation, reporting and analysis to support future event planning and fundraising efforts;
• Additional duties may be assigned consistent with the responsibilities and qualifications in this job description.

Qualifications:

• 2–4 years of experience in event planning, fundraising, nonprofit development, donor relations, project coordination, or a related field. Experience supporting fundraising events and working with donor databases or CRM systems preferred;
• Deep attention to detail;
• Strong interpersonal skills;
• Organizational skills and the ability to prioritize multiple projects;
• Strong written and verbal communication skills;
• Experience managing high-stress events, whether fundraising or other types of events;
• Experience with or demonstrated proficiency in using Canva, Google Sheets/Excel, Google Docs/Word, and Google Forms;
• Ability to manage and coordinate multiple projects in a fast paced environment;
• Knowledge of diverse groups, working with a multicultural workforce and sensitivity to and appreciation of cultural differences;
• Clear understanding of, and commitment to, Reproductive Freedom for All's values, mission, vision, and goals;
• Demonstrated commitment to Reproductive Freedom for All's mission, values and goals;
• Demonstrated commitment to contributing to a workplace where diversity, equity, and inclusion is valued and centered in their work in general;
• Readiness and enthusiasm to make connections with people of different lived experiences; success in managing teams of individuals with diverse backgrounds;
• Experience working with underrepresented communities.

OPTIONAL: Nice-to-haves (or excited-to-learns):

• Experience supporting or coordinating large-scale fundraising events;
• Experience working directly with donors, volunteers, or event committees;
• Experience using donor databases or CRM systems, including maintaining accurate and organized donor data;
• Familiarity with donor research and donor research platforms;
• Experience supporting donor cultivation and stewardship activities, including engagement with different donor audiences;
• Experience recruiting and coordinating volunteers;
• Proficiency with Adobe Photoshop.