Development Associate

The Development Associate for Events & Donor Relations ensures that all internal and external events at Williamson College of the Trades maintains the high standard of quality that provides ample stewardship opportunities for alumni, friends, and partners of the College. This individual will serve as the representative of Williamson in many capacities while still maintaining strong project management and detailed records of all events and interactions.

Essential Duties and Responsibilities/Functions

1. Organizes, coordinates, and executes major special events including but not limited to: Reunions, Founder’s Day, IV Club Induction, Scholarship Celebration Luncheon, Rowan Day, and Christmas Party.
2. Working closely with key staff in the Advancement Office, manages events with an eye toward stewarding and recognizing key donors and encouraging additional alumni participation on campus.
3. Works extensively in the database to capture guest RSVPs and attendance, campus visits, donor meetings, and other correspondence with constituents.
4. Develops and executes a plan of post event communication including thank you notes, photographs, etc. from the appropriate executive.
5. Coordinates and monitors event planning timelines based on the production of the annual calendar of events.
6. Prepares a variety of publications, materials, programs, draft speeches, guest biographies, name tags, guest profiles and event briefings for each event.
7. Maintains a list of keynote speaker prospects for all major events a year in advance.
8. Serve as the Person of Support (POS) for all interdepartmental events that require Advancement support, such as Commencement and Career Fair.
9. Attends all Operations Staff meetings on events, communicates the information to the Advancement Department, and coordinates advancement roles and responsibilities.
10. Gathers input from Advancement Department for input into the After Action Reports (AAR).
11. Maintains accurate records of all events in shared drive including but not limited to coordination plans, contracts and invoices, event briefings, invitations, speech transcriptions, and AAR comments.
12. Manages logistics of campus visitor program including coordinating schedules, communicating with participants, preparing visitor packets, assigning tour guides, reserving parking, and other special accommodations as needed.
13. Oversees the Student Ambassador program including recruiting and training students to serve as tour guides and event support.
14. Pulls guest lists and other lists from Raisers Edge based on criteria determined.
15. Maintains current knowledge of best practices and confidentiality of all event and donor information.
16. Acts as liaison to internal groups such as the Auxiliary and local community groups for Williamson, including but not limited to: Union League, Chambers of Commerce, Business Bureau, etc.
17. Provides administrative assistance to the Associate Vice President and Vice President for Institutional Advancement.
18. Other duties as assigned.

Qualifications (Skills and Abilities Required)

1. Bachelor’s Degree
2. Event management experience; nonprofit events preferred.
3. Strong interpersonal, oral, and written communication skills
4. Proficiency in Microsoft Office Word and Excel. Knowledge of mail merge and basic Excel formulations a necessity.
5. Familiarity with and proficiency in office databases; familiarity with Raiser’s Edge preferred.
6. Project management experience with proven ability to keep projects ahead of schedule.
7. Exceptional writing and proof-reading skills.
8. Excellent command of detail and ability to multi-task.
9. General knowledge of computer, printer, and other office equipment.

Working Conditions

• Licensed driver, as some travel will be required.
• Long and irregular hours required at times.
• Works in a clean, well-lighted, temperature-controlled environment.

Physical Requirements

• Routine office work with extensive sitting, standing, bending, stooping, climbing stairs, and walking around the campus.
• Ability to lift and carry no more than 25 pounds.

Supervisory Responsibility

Event Volunteers/Student Ambassadors