Event Coordination Assistant

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Our non-profit rescue group is looking for an Event Coordinator to help plan, organize, and execute our events that help us rescue more abused, neglected, and homeless dogs. These events range include Fundraising events, Adoption events, Community outreach programs, etc. We need someone who can bring a positive attitude, high energy, and who is detail-oriented, able to multi-task with thorough follow-up skills.

This is a great opportunity to do a fun job and get great experience while paying it forward!

Approximately 12hrs/week.

Responsibilities

• Identify events that make sense for us to participate in and communicate with core Rescue Team on which events are recommended we do.
• Identify type of event for planning purposes (e.g. Adoption Event, PR event, etc.). Decide on theme, costs, volunteers needed, and food/drinks (if providing).
• Set up summary sheet of who is planning on attending - dogs + volunteers, who is setting up, breaking down, needs for the event (e.g. tents, fans, tables, chairs, crates, coolers, water for dogs, etc.)
• Organize things for each event. This involves going to storage and ensuring all event requirements are packed. Needs change depending on the event.
• Manages processes, documentation, set-up layouts, needs for each event (e.g. electricity), etc.
• Ensures timely and thorough response to inquiries, needs and requests.
• Keep the calendar of events up-to-date.
• Decide who will be the on-site event manager for each event.
• Contact venue manager(s) and other stakeholders to confirm date, time, and details of the event.
• Notify fosters, transporters, and volunteers of event calendar and needs.
• Help develop and implement Marketing Plans across each event and provide details of the event to marketing team to advertise the event.
• Keep inventory of supplies and communicate the need to purchase additional ones, if necessary to Exec Office Manager (e.g. martingale collars, ID tags, t-shirts, etc.)
• Create an assignment list for each event and who is responsible for bringing and doing what.
• Make the event "happen" per the plan.
• Evaluate the event to improve for future events.
• Send the contact for the event a handwritten THANK YOU note for hosting Two Tailz Rescue.

** The event coordinator does not need to be at each event. That is why we assign event managers.

** Everything from an event MUST go back into proper containers to make life easier for the next event manager.