Event Admin or Coordinator

Key Responsibilities:

• Provide project management, keeping track of deadlines and other critical steps in the execution of upcoming events.
• Liaise with vendors and other suppliers on critical deadlines, including print and PR.
• Configure event management platform for upcoming events.
• Input and update donor, vendor, and attendee information into Salesforce, ensuring data accuracy and completeness.
• Regularly audit Salesforce data to maintain the integrity of the system.
• Communicate with donors and event attendees regarding invoices or receipts, ensuring timely and professional responses.
• Solicit proposals and quotes from vendors and submit them to appropriate staff.
• Process and track invoices and receipts related to fundraising events.
• Collaborate with vendors to submit invoices for event-related services, ensuring accurate payment processing.
• Follow up with staff to ensure timely payments and resolve any discrepancies.
• Manage and organize incoming event-related emails, responding promptly and forwarding messages to relevant staff members as needed.
• Assist in creating and sending email solicitations, donation requests, and event invitations to potential guests and stakeholders.
• Maintain and update event budgets and cash flow reports in coordination with the program manager.
• Monitor expenses and provide regular budget updates.
• Assist full-time staff with managing their calendars and schedules, ensuring all meetings, deadlines, and event-related activities are up-to-date.
• Prepare and submit tax exemption forms, such as ST-119s, ensuring compliance with relevant tax
  laws to avoid unnecessary charges for the organization.
• Coordinate hotels, flights, meals, etc. as needed for events.
• Attend fundraising events to provide on-site support, which may include checking in guests, distributing event collateral, and coordinating with vendors for set-up and breakdown.
• Assist with other logistical tasks as required to ensure the event runs smoothly.
• Assist with general office duties such as filing, preparing mailings, and maintaining event supplies, etc.
• Provide support to full-time event staff on various tasks as needed to ensure the successful execution of fundraising events.
• Perform additional tasks as required to meet the needs of the events and fundraising team, adapting to shifting priorities and urgent requests.

Our Commitment to Fair Hiring:

Hire Quest does not discriminate on the basis of Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or other legally protected group status in making hiring or employment decisions.

We welcome candidates from all backgrounds, industries, and abilities to join our team. Hire Quest is a global workforce solutions provider offering everything from on-demand staffing to executive recruiting through our core brands:
Hire Quest Direct, MRINetwork, Snelling, and Trade Corp. Recognized by SIA as one of the "Largest Staffing Firms" and "Fastest Growing Staffing Firms," we take pride in building inclusive teams. To ensure every applicant has a positive experience, our hiring and interview process is designed to meet diverse needs. If you require a reasonable accommodation during your application or interview, please contact [email protected] .