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Events Officer

Posted 1 day 18 hours ago by Willow Foundation

Permanent

Full Time

Transport & Logistics Jobs

Not Specified, United Kingdom

Job Description

Reporting to: Events Manager

Location: Hybrid. Home working with 40% of contracted hours at our office in Welwyn Garden City

Contract: Full-time; 37.5 hours per week

The Willow Major Events Team hosts a range of events to engage Willow s key supporters. These range in large-scale events such as the Willow Ball and London Football Awards, to smaller more intimate events such as Golf and Shoot Days.

Job purpose

This role will support the delivery of Willow s programme of Major Events, as well as supporting third party events, ensuring that these promote and present Willow in a professional and compelling manner, maximising opportunities for donor cultivation, fundraising and maximising income generation.
To work with the Events Manager on delivering events to an exceptional standard.
To lead on auction procurement and fulfilment to maximise fundraising revenue.

Key responsibilities

Core Events

To support the events strategy through delivery of high-quality events, designed to attract current and new supporters.
To support the Events Fundraising Manager in ensuring that each event plan is actioned in a timely and efficient manner, as well as working with external suppliers, ensuring all suppliers work to agreed terms and conditions
To assist in the research, development and planning of potential new event opportunities, ensuring that the events programme evolves in response to new fundraising requirements, opportunities and sector trends.
With support from Event Manager, lead on events within the portfolio, working with key stakeholders and suppliers, ensuring delivery of a high-quality event.

Auction

Lead on securing auction prizes for relevant events, developing relationships with key supporters and external businesses to secure exclusive and desirable auction items.
Manage the auction fulfilment process, ensuring all auction winners are thanked post event and that lots are fulfilled in a timely manner.
Oversee online auction platform, ensuring accurate listings, engaging descriptions and looking for ways to maximise income.

Event Supporter Stewardship

Provide support on guest management, ensuring a smooth process for guests during the lead up to and on the day of the event.
Build and maintain strong relationships with major donors, guests and stakeholders ensuring excellent stewardship and recognition
To identify opportunities to engage or recruit new event supporters to existing or new events in the Willow calendar.

General

To support the Events Manager with financial management of each event, supporting on areas such as: budgeting, planning, controlling and monitoring expenditure as appropriate and managing income against targets, KPI s and provide regular revised projections as required.
To maintain good practice in the use of database system (Raiser s Edge), including the events module, ensuring that information is recorded accurately to allow for excellent supporter care, stewardship and accurate analysis of event performance.
To keep up to date with current competitor activity, potential new opportunities for events and improved ways of managing and developing events.
To keep up to date and comply with fundraising, data protection and other relevant legislation and codes of practice and good standards.
To undertake any other tasks reasonably required.

Person Specification

Qualifications, Knowledge and Experience

Essential

Proven experience of supporting on a number of events and delivering to budget and within tight timeframes.
Can demonstrate effective implementation and management of work plans, projects and resources to ensure proactive completion of tasks.
Proven experience of developing and managing budgets.
Ability to work as part of a small, flexible and hardworking team.
Delivering high quality supporter and donor care through ongoing contact and communication.
Experience of working on administration within a fundraising, events or marketing environment.

Desirable

Experience of working with senior stakeholders in order to meet income targets.
Experience of working with celebrities.
Experience of working with sponsors.
Experience of working in the sports sector.
Experience of working in the charity / fundraising sector.

Skills and Abilities

Essential

Organised, pro-active self-starter, capable of taking initiative.
Confident and articulate, able to build successful, mutually beneficial relationships with internal and external audiences.
Strong ability to prioritise tasks under pressure and solve problems quickly and effectively.
Ability to work on different projects simultaneously.
Excellent written and verbal communicator, with exemplary grammar and spelling, who places high value on attention to detail.
Good influencing and negotiation skills.
Respect for and ability to maintain confidentiality at all times.
Self-reliant and confident IT user including internet, email, design, databases, spreadsheets and MS Office.

Desirable

Creative thinker, able to innovate to meet audience needs.
Experience or knowledge of Raisers Edge database.
Sports sector knowledge.

Other

Essential

Positive, energetic and able to enthuse.
Flexible and proactive problem solver.
Takes personal responsibility for and remains focused on delivering results and achieving objectives, overcoming problems and frustrations.
Genuine commitment to the work and services of Willow.

Desirable