Description Position Title: Administrative Support - Fundraising Events We are offering a contract to hire employment opportunity. The successful candidate will be joining a team within the financial services industry. The workplace is a fast-paced, dynamic environment where attention to detail and excellent organizational skills are a must. This role will report to the Director of Events and Corporate Partnerships in the United States. What will you do? • Project Management: o Provide project management, keeping track of deadlines and other critical steps in the execution of upcoming events. o Liaise with vendors and other suppliers on critical deadlines, including print and PR. • Data Entry & Management: o Configure event management platform for upcoming events. o Input and update donor, vendor, and attendee information into Salesforce, ensuring data accuracy and completeness. o Regularly audit Salesforce data to maintain the integrity of the system. • Donor Invoices & Receipts: o Communicate with donors and event attendees regarding invoices or receipts, ensuring timely and professional responses. • Vendor Payments & Reconciliation: o Solicit proposals and quotes from vendors and submit them to appropriate staff. o Process and track invoices and receipts related to fundraising events. o Collaborate with vendors to submit invoices for event-related services, ensuring accurate payment processing. o Follow up with staff to ensure timely payments and resolve any discrepancies. • Email Management: o Manage and organize incoming event-related emails, responding promptly and forwarding messages to relevant staff members as needed. o Assist in creating and sending email solicitations, donation requests, and event invitations to potential guests and stakeholders. • Budget & Cash Flow Maintenance: o Maintain and update event budgets and cash flow reports in coordination with the program manager. o Monitor expenses and provide regular budget updates • Calendar & Diary Management: o Assist full-time staff with managing their calendars and schedules, ensuring all meetings, deadlines, and event-related activities are up-to-date. • Tax Exemption Compliance: o Prepare and submit tax exemption forms, such as ST-119s, ensuring compliance with relevant tax laws to avoid unnecessary charges for the organization. • Pre- and Day-of Event Logistics: o Coordinate hotels, flights, meals, etc. as needed for events. o 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. o Assist with other logistical tasks as required to ensure the event runs smoothly General Administrative Support: o Assist with general office duties such as filing, preparing mailings, and maintaining event supplies, etc. o Provide support to full-time event staff on various tasks as needed to ensure the successful execution of fundraising events. • Other Duties as Assigned: o Perform additional tasks as required to meet the needs of the events and fundraising team, adapting to shifting priorities and urgent requests. Requirements • Minimum of 3 years of experience in an administrative role • Proficient in ADP - Financial Services • Experience with Banner Ads • Familiarity with Cisco Webex Meetings • Proficiency in Concur • Demonstrated experience with CRM • Familiarity with About Time software • Experience in Answering Inbound Calls • Understanding of Budget Processes • Skilled in Calendar Management • Excellent Communication skills • Experience in Fundraising • Ability to manage Vendor Relations • Knowledge of Program Budgets • Proficiency in Project Management • Experience in Account Reconciliation • Salesforce Administration skills • Proficiency in Microsoft Excel • Proficiency in MS Office Suite. Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles. Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more. All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information. © 2024 Robert Half. An Equal Opportunity Employer. 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