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Job Title: | Development Associate, Special Events and Donor Relations |
Reports to: | Director of Special Events and Director of Donor Relations |
Supervisory Position:Â | No |
Position Status: | Full Time |
Travel Required: | Yes |
Hybrid: | Yes |
Position Summary
The Development Associate, Special Events & Donor Relations, supports the engagement and recognition of prospective and current donors, volunteers, and advocates. This dual-reporting role between two distinct but complementary functions is an essential team member in the delivery of a high-quality donor experience. The Development Associate will split their time among event logistics, stewardship activities, and coordination with other Advancement team members on donor-facing activities.
In addition to their work with the Directors of Special Events and Donor Relations, the Development Associate also engages directly with the Vice President of Philanthropic Partnerships and other members of the fundraising team to support curated interactions with prospective and current major gift donors and volunteers.
Role & Responsibilities
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Special Events:
- Event Planning
- Manage invitation lists, gather RSVPs, produce name badges, and oversee attendance tracking and entry into Salesforce.
- Update event management documents including timelines, task planning, staffing, and runs of show.
- Attend and participate in all event planning meetings, briefings, and debriefs.
- Facilitate procurement of event materials including signage, gifts, awards, etc.
- Provide day-of event assistance.
- Produce post-event feedback survey forms for internal/external use.
- Produce post-event attendance summary breakdown.
- Vendors/External Partners
- Create and maintain list of preferred event vendors.
- Provide excellent customer service in response to requests from vendors and other external partners to ensure GBFB is a preferred and positive charitable partner.
- Participate in the submission, collection, and management of documents including requests for proposals, requests for quotes, contracts, and invoices.
- Support the filing and receipt of city permitting as needed.
- Support finding opportunities for in-kind donations for events.
- Partner with the Development Associate, Fundraising Volunteers to support volunteer involvement in signature Special Events.
Donor Relations:
- Coordinate the production and distribution of specialized donor communications such as holiday cards and sponsorship reports.
- Assist in maintaining donor recognition files, including naming opportunities and donor lists.
- Manage ThankView communications, setting up campaigns, editing videos, scheduling sends, and monitoring campaign metrics.Â
- Provide support for pre- and post-event list reviews and follow-up items related to Relationship Manager interactions with prospects and donors.
- Collaborate with colleagues across GBFB to collect impact stats, quotes, and photos for inclusion in event and stewardship materials.
- During high-volume periods of gift activity, provide additional bandwidth to the Donor Relations team in the production of major donor acknowledgment letters.
- Oversee the Fundraisers toolkit, regularly adding and refreshing content.Â
Administrative Support, Data Management & Reporting:
- Create and maintain meeting schedules and agendas as needed for external and large group meetings related to Special Event and/or Donor Relations activities.
- Participate in Advancement Operations and Systems data quality practices by submitting information updates to Salesforce, ensuring data integrity for campaigns, events, and reporting needs.
- Generate analytical reports to support the tracking of event performance (fundraising and revenue/expense ratios) and award winners, event speakers, donor profiles and other stewardship-related activities.
- All other duties as assigned.
Skills & QualificationsÂ
- Excellent written, verbal, interpersonal, and presentation skills.
- Excellent attention to detail and strong organizational skills.
- Proficiency in Microsoft Office Suite, especially Excel and PowerPoint.
- Proficiency in customer relationship management (CRM) databases, Salesforce preferred.
- Proven ability to handle multiple and varied tasks and priorities, as well as to plan, develop, collect, and acquire relevant information across teams.
- Ability to work independently, as well as collaboratively, to achieve common objectives.
- Demonstrates the required digital competencies that result in the effective usage of the full range of digital technologies at GBFB.
- Ability to write persuasively and clearly.
- Ability to engage with diverse stakeholders, including high-level donors and volunteers.
- Genuine appreciation of GBFB’s mission and the ability to authentically communicate it.
- Bachelor's degree required. Graduate degree preferred.
- Two to three years of fundraising and/or events experience, preferably in a nonprofit setting.
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Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Â
- Ability to work in an office environment.Â
- Ability to sit for up to 3 hours at a time.
- Ability to lift up to 25 pounds with or without assistance.
- Ability to use hands for simple grasping and fine manipulations.Â
- Ability to travel based on business needs.Â
Work Location
- Hybrid: This role follows a hybrid schedule, working in accordance with GBFB’s hybrid work policy on the team’s designated days. This schedule is subject to change based on the organization’s mission to end hunger.
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