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Temporary Gala Event Assistant 2/1/20-5/31/20 Supporting Homeless Families
Raphael House of San Francisco

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Temporary Gala Event Assistant 2/1/20-5/31/20 Supporting Homeless Families
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Raphael House of San Francisco
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Job Summary

Wage
$20 per hour
Job Type
Temporary
Job Last Posted
Job posted 29 days ago
Job Role
Event Staff
Employer's Industry
Nonprofit

Job Description

Job Title: Temporary Gala Event Assistant

Department: Development

Reports to: Events and Corporate Sponsorship Manager

Summary:

Since 1971, Raphael House has been at the forefront of providing homeless and low-income families in the San Francisco Bay Area the personalized family-centered solutions they need to build brighter futures. Raphael House is a 100% privately funded and community-supported organization. Our success rate is unmatched: more than 85% of all Raphael House families go on to achieve long-term housing and financial stability.

The primary duties of the Temporary Events Assistant are to support the development team with our annual gala.

Key Responsibilities:

Work with a friendly, positive, helpful attitude with all staff, committee members, board members, sponsors, donors, and vendors. Raphael House is an amazing organization and we’re lucky to be part of such a rewarding, successful non-profit!

Enter in every item/detail received for the 2020 Gala in the BidPal/One Cause database – this includes every ticket purchase, table purchase, guest names, guest contact information, number of guests at table, sponsor tables, staff tables, and bidder numbers and table names.

Extreme attention to detail and correct entry of all information is vital!

Timeliness is also a huge factor – all information received must be entered ASAP.

Confirm we have all necessary information for each donation from the form (address, total value, expiration dates, description, arrival time, need for pick-up, need for ABC License, etc.)

Each item must be designated as Silent Auction, Live Auction, Magnums, or Poured Alcohol

Create binder for all Auction Forms received, place in alpha order

Pull reports from OneCause for updates on what we’ve received for Silent Auction, Live Auction, Magnums, or Poured Alcohol

Email each donor for their logo, description, and photos of donations (for auction boards and online information)

Organize all logos, descriptions, and photos in the G Drive

Create certificates as needed by donors who don’t provide one

Follow up with all donors who still need to get us information in order to process their donation

Label each item received and store neatly in alpha order in the office

Label each magnum received and store neatly in alpha order in the office

Help communicate and coordinate with Gala Committee and Board Members on drop-offs of donations

Help with any other detail or question that may come up in regards to auction, magnums, and alcohol donations

Constantly monitor changes in tables (number of guests, guest names,, etc.)

Package all Silent and Live Auction items together in OneCause (package specifics and names will be provided)

Label each package and item with the correct number once assigned

Bag all packages and items in brown paper bags and store in numeric order

Create basic copy for each Live Auction package with website links to each donation

Create 1-2 sentence description for each magnum received (approximately 60 total). List them in order by year, oldest to youngest.

Pull final reports for designer to create posters and other collateral

Print Auction Description posters and glue-spray them onto the foam-core stands

Print magnum lists for distribution at Gala

Print menu for distribution at Gala

Pick up posters from Kinkos before Gala

Help create the Registration Packets with Programs and Bidder Numbers

Handle any last-minute table and guest changes even up to the hour before Gala begins

Pick-up Uhaul on Friday, May 8th

Help load-in the Uhaul at Raphael House and load-out at the Four Seasons Hotel on Friday, May 8th

Help finalize everything needed the night of Friday, May 8th

Help at the event on Saturday, May 9th from 9 am to 2 am (overtime will be paid)

Help breakdown the event and load out into the UHaul from Four Seasons Hotel from 11 pm - 1 am, drive and park Uhaul in front of Raphael House, unload into Development Office.

Help count and finalize all donations on Monday, May 11th

Drop off the Uhaul on Monday, May 11th

Pull reports for Thank you letters to all auction and magnum donors, print letters and envelopes from report, have signed, and mail

Create reports that detail every aspect of the event – who won what, how much, from what table, from which category, how much they spent total, donors from highest to lowest, what table raised the most, etc. Generate reports from the database.

Coordinate pick-up of Auction items by winners

Help with any final details of post-event wrap-up

Required Skills:

Excellent organizational, interpersonal, and collaborative skills

Excellent verbal and written skills, excellent social interaction with all types of people

Ability to motivate and work well with staff volunteers including Board of Directors

Ability to work well under pressure, stay flexible and have a sense of humor

Ability to stay friendly and positive with all staff, volunteers, sponsors, donors, and vendors

Minimum Qualifications:

Minimum 2 years professional experience in nonprofit development field and events

Minimum 1-2 years’ experience working in a development department

Ability to work independently and as part of a team

Strong computer skills (OneCause database, Word, PowerPoint and Excel)

Strong proofreading skills and excellent attention to detail

Position involves lifting, carrying, and walking up stairs

Please no phone calls or walk-in inquiries about the position

Raphael House provides equal employment opportunities without regard to age, ancestry, color, creed, mental or physical disability, marital status, medical condition, national origin, race, religion, sex, sexual orientation, veteran status, or any other consideration made unlawful by federal, state, or local laws.

Job Type: Temporary

Salary: $20.00 /hour

Experience:

Fundraising: 1 year (Preferred)

professional experience in Non-Profit Development or Events: 2 years (Preferred)

Additional Compensation:

Other forms

Work Location:

One location

Benefits:

Paid time off

Other

This Job Is Ideal for Someone Who Is:

Dependable -- more reliable than spontaneous

People-oriented -- enjoys interacting with people and working on group projects

Adaptable/flexible -- enjoys doing work that requires frequent shifts in direction

Detail-oriented -- would rather focus on the details of work than the bigger picture

High stress tolerance -- thrives in a high-pressure environment

Schedule:

Monday to Friday

Weekends required

Business Overview

Our Story

Our Mission

The mission of Raphael House is to help low-income families and families experiencing homelessness strengthen family bonds by achieving stable housing and financial independence.

Since 1971, Raphael House has been at the forefront of providing homeless and low-income families in the San Francisco Bay Area the personalized family-centered solutions they need to build brighter futures. Raphael House is a 100% privately funded and community-supported organization. Our success rate is unmatched: more than 85% of all Raphael House families go on to achieve long-term housing and financial stability.

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