Assistant Gala Coordinator

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We are celebrating our 10th year with our constituents November 1, 2025! We will need help as our day to day responsibilities to the birds have not changed. That gives us an opportunity to work together on a project.

One or more of the things you may be asked to do:

1. Event Planning & Coordination

• Assist the Gala Lead in creating a detailed plan for the gala, including timeline, task assignments, and budget.

• Coordinate venue catering, entertainment, and other logistics.

• Oversee the setup, execution, and teardown of the event.

1. Sponsorship & Fundraising

- Work with the Executive Director to identify potential sponsors and donors (already underway).

- Develop and execute a fundraising strategy tailored to the Gala, including ticket sales, silent auctions, and donations.

- Manage relationships with sponsors, ensuring they receive the agreed-upon benefits and recognition.

1. Volunteer Management

- Assist with recruiting, training, and coordinating volunteers for the Gala.

- Work with the Gala Lead to schedule volunteer shifts, oversee their activities during the event and ensure volunteers are adequately supported throughout the event..

1. Vendor Coordination

- Liaise with vendors, including caterers, decorators, and AV technicians, to ensure all event needs are met.

1. Participant Communication

- Assist to coordinate with Marketing guest invitations, manage RSVPs, and follow-up communications.

1. On-site Support

- Provide on-the-ground support during the gala to ensure smooth execution.

1. Budget Management:

• Develop and manage the Gala budget in coordination with the Executive Director.
• Track expenses and ensure the event stays within budget.

Position requirements:

• Currently pursuing or recently completed a degree in Event Management, Marketing, Non-Profit Management, or a related field.

• Strong organizational and multitasking skills.

• Excellent communication and interpersonal abilities.

• Experience in organizing large events is a plus.

• Passion for animal welfare and community engagement.

Time Commitment

• Duration: 6 months or 26 weeks from May 1st to Nov 1st.

• Hours: Flexible schedule, with an expected commitment of 2-4 hours per week, including availability on weekends leading up to the event.

Volunteer benefits:

1. Gain hands-on experience in event planning and coordination.

2. Opportunity to work with a reputable non-profit organization.

3. Networking opportunities with industry professionals and animal welfare experts.

4. Receive a letter of recommendation upon successful completion of the event.

5. Our appreciation!