Events & Office Administrator

Overview

The Events & Office Administrator is a dynamic, mission-driven role combining event planning and execution with office administration and operational support
. This position plays a vital role in creating meaningful, well-executed events while ensuring smooth day-to-day office operations. The ideal candidate is organized, proactive, people-oriented, tech-savvy, and passionate about Believe Big’s mission.

This role supports fundraising, donor and community engagement, volunteer coordination, and internal operations—serving as a welcoming and professional presence for patients, donors, volunteers, and partners.

Event Planning & Management

• Plan, organize, and execute Believe Big fundraising, donor appreciation, educational, and community outreach events.
• Collaborate with leadership to define event goals, timelines, budgets, décor, logistics, and desired outcomes.
• Research and coordinate venues, vendors, sponsors, catering, AV, décor, and permits.
• Oversee event registration, guest lists, seating, and on-site operations.
• Serve as primary point of contact for vendors, volunteers, sponsors, and guests during events.
• Lead event setup, breakdown, and troubleshooting with professionalism and grace.
• Track event metrics, attendance, fundraising results, and prepare post-event evaluations.

Office Administration & Operations

• Professionally manage front desk operations, phones, and office reception.
• Greet patients, guests, donors, and visitors with warmth and compassion.
• Maintain office supplies, coordinate maintenance, and monitor office needs within budget.
• Schedule meetings, manage calendars, and provide administrative support to staff.
• Process incoming donations, receipts, and invoices for the Director of Operations.

CRM, Data & Technology

• Maintain accurate and confidential donor and patient records within the CRM.
• Input donations, manage donor lists, and coordinate mailings and reports.
• Proactively generate reports and ensure data accuracy across systems.
• Willingness to learn new technology platforms and evaluate process improvements.
• Recruit, train, schedule, and coordinate volunteers for office support and events.
• Oversee volunteer communications and appreciation initiatives.
• Manage apparel inventory, fulfill online orders, and assist in-office merchandise sales.
• Collaborate on design and analysis of promotional merchandise and inventory trends.

Marketing & Communications Support

• Partner with the Creative Director on event promotions, invitations, signage, and collateral.
• Support social media and communication efforts related to events and community engagement.

• Strong written and verbal communication skills.
• Excellent organizational, time-management, and multitasking abilities.
• High attention to detail with strong follow-through.
• Ability to build positive relationships with donors, volunteers, vendors, and community partners.
• Experience with event planning, hospitality, nonprofit development, or office administration (3+ years preferred).
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and comfort with CRM systems.
• Ability to lift up to 40 pounds and assist with physical event setup.
• Valid driver’s license and reliable transportation.
• Flexible schedule and willingness to work evenings/weekends as needed.

• Mission-driven with a faith-centered approach to work.
• Positive, upbeat, and service-oriented attitude.
• Calm under pressure; adaptable and solution focused.
• Team player with strong initiative and professionalism.
• Health-conscious and aligned with Believe Big’s wellness values.