Description

Salary Range: Please note that the typical Hiring Range is $22.50 - $24.50 hourly. Job offers within the range are based on relevant job qualifications and pay equity.

Anticipated Hours: 20 hours a week

The Event Support Assistant contributes to Medical Teams International’s calling by providing logistics and procurement support for two fundraising galas in Oregon and Washington.

Medical Teams International Calling:

Daring to love like Jesus, we boldly break barriers to health and restore wholeness in a hurting world.

Medical Teams International holds strict child and vulnerable adult safeguarding principles and a zero-tolerance policy for misconduct related to sexual harassment, exploitation and abuse in the workplace and other places where the organization’s activities are rendered. Parallel to technical competence, recruitment & selection, hiring decisions will give due emphasis to assessing candidates’ eligibility, thorough background checks, police clearance, and professional reference check processes.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Pre-event:

• Communicate critical information related to upcoming fundraising events to Engagement Specialist at close of business daily.
• Coordinate venues and vendors by confirming contracts, bookings, and communication records with venues, caterers, AV providers, etc.
• Meet agreed upon deadlines related to vendor needs and others as assigned.
• Document and organize guest interactions and commitments by tracking RSVPs in event and organizational software, and by overseeing Salesforce activity logs.
• Update expenses in Budget Tracking report and provide required expense documentation, to ensure alignment with the event budget.
• Ensure event compliance with laws, regulations, and Medical Teams’ policies by compiling secured permits, insurance documents, and compliance checklists.
• Create and procure a detailed inventory of materials needed for the event, including but not limited to signage, badges, and equipment.

During-event:

• Support Engagement Specialist execute the Event Run of Show by assisting speakers, vendors and staff aligned with the minute-to-minute, approved event schedule.
• Execute the on-site Support Plan by overseeing assigned roles for staff and volunteers, emergency contacts, and, in coordination with the Engagement Specialist, address and troubleshoot needs as they arise.
• Manage guest list, check-in procedures, and badge distribution to ensure a streamlined attendee registration and check-in.
• Maintain the Real-Time Issue Resolution Log by tracking any event issues, e.g., issues at donor registration, questions from guests or our support staff or volunteers, and how they were resolved.

Post-event:

• Analyze survey and feedback data from collected feedback from attendees, vendors, and staff, with key insights compiled.
• Organize and provide collection of event photos, videos, and other media to our Digital Assets Management Specialist.
• Support the coordination of speaker, volunteer, and attendee thank you communications and follow-ups by communicating at the direction of the Engagement Specialist.

Other Duties:

• Support safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation, Abuse & Harassment, Child & Vulnerable Adult protection, and harassment-free workplace policies. Incumbents will remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct yourself in a manner consistent with the Safeguarding code of conduct and behavior expectations.
• Utilize volunteers when appropriate.
• Additional duties as assigned.

Qualifications

EDUCATION, LICENSES & CERTIFICATIONS

Required:

• Associate’s degree, or event/support service-related experience substituted on a year-for-year basis

Preferred:

• Bachelor’s degree

EXPERIENCE

Required:

• Minimum 3 years’ work in event coordination, guest services, customer service, fundraising event support, administrative and operational support, or related.

Preferred:

• Experience working with a non-profit organization.
• 2 years’ work experience in volunteer support and coordination.

KNOWLEDGE, SKILLS & ABILITIES

Knowledge:

• Familiarity with event planning principles and logistics.
• Knowledge of event timelines, scheduling, and the flow of gala events, including typical gala structures, e.g. silent/live auctions, entertainment, dinner services, and speeches.
• Basic understanding of fundraising strategies, including auctions, donations, and pledge drives.
• Awareness of donor and sponsor relationships, and the importance of cultivating these connections during events.
• Knowledge of event venue setup, e.g. seating arrangements, stage placement, décor.
• Understanding of event spaces and how to optimize them for flow and guest engagement.
• Familiarity with event management software, e.g. registration platforms, RSVP tracking, and ticketing systems.
• Basic knowledge of AV (audio-visual) equipment set up for events such as sound systems, projectors, and lighting.
• Knowledge of digital fundraising tools, e.g. mobile bidding apps for silent auctions or online donation platforms.
• Knowledge of appropriate event etiquette, particularly in fundraising and charity-focused settings
• Basic knowledge of health and safety procedures for public events, e.g. crowd control, fire safety, and first aid protocols.
• Familiarity with event permits and insurance requirements for fundraising events.

Skills:

• Skilled at anticipating organizational, vendor, event, volunteer, guest and other needs
• Moderately skilled with Microsoft Office software: Microsoft Word, Excel, and PowerPoint.
• Moderately skilled with communication software: Outlook, Skype, Teams, Internet, CRM (or other database programs).
• Skilled at event planning and/or hospitality.
• Strong communication and customer service skills.
• Comfortable working with technology, including event software and registration tools.
• Skilled at engaging VIPs, donors, and sponsors respectfully and professionally.
• Skilled at providing high-level customer service, especially in a formal event setting.

Abilities:

• Commitment to Medical Teams International Calling Statement and Core Values.
• Ability to manage time and multitask in a fast-paced environment
• Ability to work a flexible schedule including evenings and weekends as needed
• Ability and willingness to travel to fundraising events in Oregon and Washington.
• Problem-solving mindset and ability to remain calm under pressure.
• Ability to work collaboratively with others.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS
Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent use of a computer, database and digital platforms, and other office productivity machinery, such as a copy machine and computer printer.
• Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.
• Frequent communication and exchange of information among colleagues and persons of concern which requires the ability to speak, hear, convey and express oneself.
• Frequent close vision and the ability to adjust focus.
• Occasionally ascends/descends stairs, steps, or ladder
• Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
• The employee must occasionally lift and/or move up to 25 pounds.
• Seldom to occasionally position oneself to stoop, kneel, crouch, or crawl.
• If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderately quiet.
• The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme weather, and very basic living conditions.