Special Events Associate

Job Description

We seek to foster a culture of philanthropy within the organization that values our donors. We emphasize the lifetime value of our donors and invest in building long‑term relationships. Our donor‑centered approach recognizes the needs and priorities of our partners while remaining aligned to our organizational mission and strategic priorities.

The Special Events Associate reports to the Special Events Manager. They support the Events team in all aspects of planning and execution of events within the Advancement Department. This includes signature fundraising events, donor cultivation events as well as Catholic Renewal programming.

• Assist Senior Director of Development and Events and Special Events Manager with all special events, including but not limited to fundraising events and donor cultivation events such as the Annual Gala, Christmas Luncheon, Cardinal’s Open Golf Event, Wine Tastings, donor mass and receptions, and silent and live auctions.
• Provides administrative support pre and post event, including financial report updates, expense reports, invoice processing, check requests, archiving event materials and correspondence, event storage and inventory, shipping, and pledge follow up.
• Manage special events email inbox, voicemail and update guest lists.
• Update and track event revenue and expenses.
• Communicate directly with donors to confirm donor information, guest list, seating, pledge payments, etc.
• Must be comfortable dealing with high‑net‑worth donors.
• Liaise with vendors and order event equipment and materials.
• Manage volunteers, staff teams and vendors at events and assist Special Events Manager with production schedules and Run of Show for events.
• Drafts correspondence and coordinates mailings.
• Prepare and assemble printed materials for events (e.g., invitations, programs, signage, nametags, seating documents).
• Liaise with marketing team on printed materials (e.g., schedules, invitations, programs, signage, nametags, seating cards, etc.)
• Coordinates solicitation, save the date and invitation mailings.
• Assists with on‑site event management, production, load‑ins and close‑down for events.
• Collaborates with Operations Team to ensure data is captured in Fundraising Team’s Raiser's Edge CRM. Use the full capabilities of the Events Module. Ensure mailing lists and attendance are tracked.
• Assists with administrative support including preparing and submitting check requests, archiving event materials, event storage and inventory, shipping, and other support as needed.
• Other tasks and responsibilities depending on the specific needs of the department.

• Liaison with the Senior Director of Development & Events and Special Events Manager on all Catholic Renewal events and activities. Catholic Renewal is a specialized donor group which funds for the Catholic Charities Feeding Our Neighbors Program annually through a series of events including wine tasting, St. Francis Reception, Summer Cocktail reception and Holy Week mass and reception.
• Work with the leadership of Catholic Renewal on all events and event materials, including invitations and sponsorship forms, email blasts, weekly meetings and other design materials.
• Support the Special Events Manager on CR event logistics including financial records, mailings, invoicing, venue and vendor coordination.
• Assist Special Events Manager with maintaining the CR contact list, coordinating email blasts, tracking attendance and donations to all events, and reporting updates back to CR leadership.

This is a full‑time position. Days and hours of work are generally 9:00 AM to 5:00 PM Monday – Friday with a hybrid work schedule. Please note that additional night and weekend hours will be required to meet deadlines and attend events.

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Travel at least 20% of the time using public transportation or vehicle, traverse city streets, occasionally ascend/descend stairs, and…