Event Assistant Position Summary:
The Event Assistant is responsible for providing immediate assistance in a variety of assigned tasks in preparation for and during wedding ceremonies and receptions at Succop Nature Park and supervision to Seasonal Staff for the same. The Event Assistant is expected to supervise seasonal staff to prepare and maintain the facilities and grounds in a safe and clean manner before, during and after events; and ensure guests are provided with the utmost attention throughout their experience. The Event Assistant is expected to perform light clerical duties, including answering and returning phone calls, filing and correspondence. Also give brides first time tours and final appointments.
Nights and weekends required along with some days during the week. This position reports directly to the Center Coordinator. This position is currently a part-time, permanent position.
· Supervise up to 6 seasonal staff, coordinate their duties, ensure their success
· Supervise/Coordinate caterers and vendors with event-specific logistics
· Represent ASWP in a professional and courteous manner at all times to guests, families, vendors and staff
· Ensure client and guest comfort and well-being
· Ensure ASWP emergency protocol is achieved, if/when applicable
· Maintain the cleanliness and orderliness of the house during the week
· Keep supplies stocked and Coordinator informed of supply needs Facility Duties
· Place signs, decorations, etc. as per event needs
· Clean and disinfect restrooms
· Clean event shelter, dispose of trash and recycling
· Stock/replenish trash can liners, toiletries, etc. in all public areas
· Ensure tables and chairs are clean and well-presented Grounds
· Ensure grounds are prepared and in event-ready condition
· Ensure patios, entrances, walkways and driveways are in event-ready condition
· Answer and return phone calls
· Conduct tours and meet with clients as assigned
· Light filing and correspondence by mail and email
Other duties related to event preparation and/or assistance as directed by supervisor
The Event Assistant is required to provide his/her own personal transportation to and
from Succop Nature Park.
The appearance of our employees is an important aspect of these events, so the Event Assistant may be required to conform to a specified dress code.
· Criminal and child clearance background checks are required for all ASWP staff, interns and volunteers
· Routinely required to carry equipment in excess of 25 lbs.
· Routinely required to be on feet throughout the shift
· May be required to safely operate a Gator all-terrain vehicle
· All staff, interns and volunteers are required to review equipment safety standards as they relate to their duties
· Required to follow safety standards as outlined by supervisor Expectations:
· Expected to report to work as assigned and meet with supervisor as needed
· Expected to work independently as assigned
· Expected to strive to meet the needs and desires of the clients
· Expected to deliver work standards appropriate to his/her abilities and according to the expectations of Audubon Society of Western Pennsylvania
Apply by emailing a resume to Brian Shema, Operations Director, firstname.lastname@example.org
Audubon Society of Western Pennsylvania (ASWP) is an environmental education and conservation engagement organization founded in 1916 and based in Pittsburgh (Fox Chapel). We are an independent chapter of National Audubon Society and serve a seven-county region consisting of Allegheny, Armstrong, Beaver, Butler, Fayette, Washington, and Westmorland counties. ASWP maintains three nature reserves – Beechwood Farms Nature Reserve in Fox Chapel, Allegheny County, Succop Nature Park in Butler, Butler County, and Todd Nature Reserve in Sarver, Butler County. With an annual operating budget of approximately $1,750,000 and 18 employees (plus seasonal help), ASWP conducts both formal and informal programs in schools, local parks and at its three locations.
The mission of Audubon Society of Western Pennsylvania is to connect the people of southwestern Pennsylvania to birds and nature through our programs, projects, and places.
The Development Director will be responsible for working with the Executive Director and Board of Trustees in raising funds for the ASWP and in activities designed to broaden the scope and effectiveness of ASWP’s fundraising initiatives. The Development Director will:
- Research and prepare grant proposals and requests, and manage and track grants and outcomes.
- Coordinate with other Directors and department heads to exceed funder expectations.
- Be responsible for ongoing efforts to research and cultivate individual, corporate, and
institutional donors and for soliciting contributions in conjunction with the Director and Board.
- Administer the donor and membership databases and track all
- Coordinate all membership activities and special events and perform other duties as assigned.
Research, Write and Track Grants – 25%
- Research and identify foundation, corporate, and government funding opportunities that align with the mission and needs of ASWP.
- Prepare and write grant proposals for ongoing programs and new initiatives.
- Work with staff to ensure adherence to grant application and evaluation/reporting requirements and to coordinate respective deadlines.
- Report to funders on status of grant projects.
Individual, Corporate, and Institutional Research and Cultivation – 25%
- Research and qualify major gift prospects by analyzing individuals and corporate entities for connections to ASWP and its mission, giving potential, and propensity to donate.
- Help establish priorities and strategies for the successful solicitation of donors.
- Assist in scheduling development presentations for the Executive Director with prospective funders.
- Provide staff support to Board development efforts.
- Work closely with the Executive Director, the Board of Trustees, and other volunteers to coordinate and meet annual giving, planned giving, membership, government, foundation, and corporate giving goals for each fiscal year.
- Promptly respond to individual donors’ inquiries through written correspondence, telephone contact, personal contact, and e-mail, assuring the donor that their needs are addressed.
- Work with administrative staff to insure acknowledgments for all gifts within 48 hours of receipt of gift.
- Develop “best practice” prospect research by keeping abreast of developments and trends in prospect research including internet based fundraising.
Tracking and Administration of Donor activities (Administration of donor database) – 20%
- Oversee administrative and maintenance of donor and membership database (Neon), generating reports, mailing lists, call lists, and mailing labels as needed.
- Organize complex mailings to donors and community members, such as mail merges, annual appeals, and event invitations.
- Maintain all development files, both electronic and hard copy.
- Oversee processing of all contributions and acknowledgements.
- Draft Annual Fund appeal letters and collateral materials.
- Create reports from the donor database for analysis of fundraising programs.
- Perform regular maintenance in the database, including updating donor records; processing account code and donation changes, and keeping organized paper records for reconciliations, audits, and general hard copy history.
- Work with Finance staff to ensure accurate and timely monthly, annual, and project financial reports, prepare donor data analysis for annual financial audit, and ensure that all legal and fiscal requirement for donation acknowledgements are met.
Membership Activities and Special Events – 20%
- Oversee maintenance of membership database, including renewal solicitations, fulfillment, and upkeep of computer program.
- Handle member inquiries and issues as appropriate.
- Develop and implement programs to expand membership base and aid in retention of existing members using direct mail, internet, and other methods.
- Membership events: Oversee organization of annual fundraising events including BirdFest, ASWP Annual Meeting, and other relationship cultivation and donor recognition events.
Other – 10%
- Perform a variety of standard and frequently complex administrative duties
Preferred Qualifications and Prerequisites:
The Development Director will possess a minimum of a Bachelor’s Degree in Communications, Public Relations, or other transferable field and at least 5 years of experience - preferably at a 501(c)(3) nonprofit organization. A proven track record of innovative thinking and professional success is essential.
Must be able to work evenings and weekends. Candidates must have a valid PA Driver’s License and Pennsylvania Act 33/34 clearances are required. The Development Director must be able to conduct tours of the facility and grounds and participate in organization activities that require lifting items weighing up to 40 lbs. ASWP is an Equal Opportunity Employer.
How to Apply:
Submit resume, letter of introduction, and salary requirements (required; a range is acceptable) in confidence, via mail or e-mail to: Jim Bonner, Executive Director, Audubon Society of Western PA, 614 Dorseyville Rd., Pittsburgh, PA 15238; email@example.com.
The Seasonal Event Assistant is responsible for providing immediate assistance to Succop Nature Park staff in a variety of assigned tasks. The Seasonal Event Assistant is expected to assist the staff to prepare and maintain the facilities, infrastructure and grounds in a safe and clean manner before, during and after events. Requires weekend days and evenings. The employee reports directly to the Center Coordinator. Beginning wage is $11.25/hour.
Clean and disinfect restrooms
Clean event shelter, dispose of trash and recycling
Assist with Marcraig house cleaning and cleaning outside
Stock/replenish trash can liners, toiletries, etc. in all public areas.
Ensure tables and chairs are clean and well-presented
Set-up tables and chairs as per event needs
Place signs, decorations, etc. as per event needs
Assist caterers with specific event set-up and clean-up
Assist with parking/traffic during events
Greet and assist guests as needed
Clean-up grounds to ensure area is event-ready
Clean-up patios, entrances, walkways and driveways
Other duties as directed by supervisor
The Seasonal Event Assistant is required to provide his/her own personal transportation to and from Succop Nature Park.
Criminal and child clearance background checks are required for all ASWP staff, interns
Substance abuse tests may be required
Routinely required to carry equipment up to 25 lbs.
Routinely required to be on feet throughout the shift
Routinely required to safely operate a Gator all-terrain vehicle
All staff, interns, and volunteers are required to review equipment safety standards as they relate to their duties
Required to follow safety standards as outlined by supervisor
Expected to report to work as assigned and meet with supervisor as needed
Expected to work independently as assigned
Expected to deliver work standards appropriate to his/her abilities
Apply by emailing a resume to Davlin Smith, Center Coordinator, firstname.lastname@example.org