Special Events Associate

Overview

This position can be filled in Dallas, Austin or Houston.

The Special Events Associate provides administrative and event planning support for fundraising events in the Development department at Planned Parenthood of Greater Texas (PPGT). This position supports all aspects of special events planning and execution, including event registration, donor communications, volunteer coordination, and post-event activities. The Special Events Associate helps ensure accurate donor, sponsor, and host committee recognition, maintains event records and constituent data, and contributes to donor and guest experiences that advance the organization's fundraising goals.

Supports the organization’s strategic plan and workplace inclusion initiatives. Ensures productivity expectations, customer service, and compliance standards are maintained. Abides by the organization’s mission in performing job duties. Demonstrates an understanding and commitment to PPGT’s culture of quality, safety and risk awareness.

• Provides administrative and program support to the Director of Special Events and Donor Experience and the events team.
• Assists in the preparation and production of fundraising events affiliate-wide.
• Oversees and supports event registration and guest tracking, including online registration platforms, response coordination, attendance tracking, guest lists, seating charts, VIP lists, and attendance reporting. Identifies next steps with event donors and completes follow-up within established timelines.
• Performs data entry and maintains accurate event data in Raiser’s Edge and other databases on special event donors.
• Prepares, drafts, and edits event email communications including email marketing, invitations, save the dates, event updates, and post-event follow up through Constant Contact digital and email marketing platform and Raiser’s Edge NXT donor management system.
• Creates day of event materials such as PowerPoint presentations, signage, and programs.
• Serves as the liaison to the Public Affairs Team to secure event volunteers. Coordinates and provides direction to volunteers at events.
• Supports on-site event execution, including event setup, registration management, troubleshooting, and post-event breakdown.
• Prepares, coordinates, and assembles event packets for the Office of the President/CEO and Development leadership.
• Prepares and distributes event correspondence, memos, meeting notes, event materials, and other written documents related to events as needed.
• Creates and updates event website, registration sites, online donation forms, and other event platforms.
• Coordinates event material preparation and mailings including working with graphic designers and printers. Materials include sponsor solicitations, save the date mailings, invitations, programs, signage, etc.
• Maintains event files and records.
• Monitors and responds to special events phone and email.
• Maintains event inventory and supplies. Coordinates ordering, shipping, receiving, and storage of event materials. Creates database queries, exports, and mailing and email lists for the events team.
• Supports coordination of event auctions and raffles.
• Assists with event fundraising activities and volunteer committees.
• Embraces the organization’s ‘In This Together customer service standards and uses them with internal and external customers, every person, every time.
• Has restricted access to client private health information and has no reason to view protected health information (PHI). May have access to data that is not considered PHI, such as aggregate numbers.
• Duties and responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.

High School Diploma or equivalent + 3 years of relevant experience or Associate’s or Bachelor’s degree + 1 year of relevant experience Relevant experience: development, fundraising, or event planning experience. Development support or event planning support experience preferred.

• Must have excellent computer skills with knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and Internet.
• Must have the…