Helen Woodward Animal Center
  • Rancho Santa Fe, CA, USA
  • 15.25
  • Hourly
  • Full Time

Full Time, weekdays and weekends

DESCRIPTION OF DUTIES FOR OUTREACH & SPECIAL EVENTS ASSISTANT:

Staff annual special events and various donor recognition/cultivation programs, e.g., help set up for events, receive guests and distribute name tags, set-up food/beverages, help with cleanup.  Coordinate and implement donor recognition and committee events in conjunction with Special Events.  Prepare, organize and set up monthly donor recognition luncheon.   Staff surf lessons and assist Special Event Manager with set-up and break down of all planned events.  Run various errands locally, to post office, to pick up items for departmental events, etc. 

Pick up mail (in rotation) and enter and produce acknowledgment letters for all in-kind donations.

Send reminders and update subscription information for recurring donations. Answer telephone and general emails, responding to routine inquiries about various giving programs, donor benefits, and gift in-kind donations. Mail bequest information packets, memorial/honorary gift cards, invitations, and other materials to donors. 

Coordinate logistics and marketing efforts for fundraising, outreach, and donation drive events.  Collaborate with Special Events Manager to determine appropriate areas to canvas with flyers for upcoming events.  Manage social media accounts for Doggie Gras and Surf Dog and work in unison with Special Event Manager to create classy pages, submit web and social media requests.  Work with Sponsorship Supervisor to acquire in kind food donations and prizes for opportunity baskets for events. 

Make outreach/informational visits to promote the Center at local offices, schools, events, etc. Maintain and cultivate new members for the Business Buddies program.  Field partner requests for Center representation and review the requests. Prepare and organize all of supplies needed for events, and complete Special Events Orders with logistics prior to events. Submit purchase requests to replenish supplies, if needed. Work with Volunteer Services and Adoptions to request, schedule, and record all volunteers and pets for events. Submit graphic and web requests, and provide social media, calendar, and website content to promote events. Set-up, manage, clean-up, and ensure success of all events. Follow up with donations and pledges, and report on successes and challenges of events.

Maintain a current list of Coins for Critters locations with contact information and record solicitation efforts for new locations. Coordinate volunteers for regular pick-ups of donations, then count and submit cash deposits.  Manage Petty Cash account for the Development Team. 

Cultivate new and maintain current Animeals relationships for food drives.  Work with Animeals Coordinator to determine new opportunities for drop off locations. Enter into Sales Force all in-kind donations and produce thank you letters. 

Field requests from Animal Lovers Clubs, youth groups, schools, and scout troops. Provide fundraising suggestions and advice to groups, and conduct presentations and Center tours. Track and record all communications including outcomes and follow-ups in Salesforce. Request and provide recognition certificates and thank you letters to groups.  Cultivate relationships with above referenced groups to garner teams for various special events. 

In addition to the duties listed above, the Center expects the following of each employee: adheres to HWAC policies and procedures; works in a safe manner; acts as a role model within and outside the Center; performs duties as workload necessitates; maintains a positive and respectful attitude; communicates regularly with supervisor about department issues; demonstrates efficient time management and prioritizes workload; consistently reports to work on time prepared to perform duties of the position; meets department productivity standards; participates in HWAC events as needed or required; and completes other duties as assigned.

POSITION REQUIREMENTS FOR OUTREACH & SPECIAL EVENTS ASSISTANT:

Must be at least 21 years of age with a college degree.  Ability to persuasively present and interpret the mission, goals, and programs of the Center to prospective donors through written and oral communication.  Good understanding of the laws and legal requirements relating to fundraising.  Professionalism, tact, courtesy, and integrity, in dealing with the Center's donors and prospects.  Strong interpersonal skills and attention to detail highly desirable. Must have good verbal and written communication skills.  Able to work in both a team, as well as a self-directed environment.  Some animal handling experience preferred and ability to work occasionally with dogs/puppies or cats/kittens as required.

Employee must demonstrate ability to work effectively with others (including co-workers, customers, and others) by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; and addressing problems and issues constructively to find mutually acceptable and practical business solutions.

As this position may require driving duties, employee must possess a valid CA Driver's License.  Employee must complete a Driver Information Form and provide a recent DMV Driving Record Report to be kept on file, as well as proof of insurance; employment contingent upon the completion and acceptance of this form.

Employee must demonstrate regular and consistent attendance and punctuality.

Helen Woodward Animal Center
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