Events Specialist at Animal Welfare League of Alexandria

Description

JOB SUMMARY: Are you passionate about pets? Pumped about helping those with paws? Are you looking for a creative way to channel your love of animals into concrete results and fun events for your community to enjoy? Then join our team at the Animal Welfare League of Alexandria, where we are united by our shared love of animals — and the people who care for them.

Working with members of the Development team and other AWLA staff, the Events Specialist is responsible for planning, managing, and coordinating all logistics related to internal and external in-person and virtual AWLA events, including but not limited to staff and volunteer appreciation events, Paws in the Park, animal adoption events, fundraising and donor recognition events and more. The Events Specialist will be in regular contact with all AWLA departments to bring a variety of events to fruition and help to ensure that AWLA efforts are being reflected to the community.

This is a 40 hours per week in-person position. Schedule is flexible though weekend and evening work may be required (depending on event schedule)

Compensation: $48,000 annually

Requirements

ORGANIZATIONAL RELATIONSHIPS:

This position is supervised by: Senior Manager of Communications and Event Marketing

ESSENTIAL FUNCTIONS OF THE JOB INCLUDE:

Event Planning and Logistics

• Manage event requests from external partners to identify opportunities that further AWLA’s missions and goals.
• Develop new and improve existing in-person and virtual AWLA event concepts; create timelines; manage budgets; secure venues; coordinate catering, transportation, photography, and A/V needs; and manage event registrations, ticketing and guest lists.
• Train and help manage volunteers for events, including staffing and supervision.
• Identify and secure special guests.
• Identify event speakers and draft talking points and scripts.
• Manage communications with event attendees, vendors, and special guests leading up to the event. Assist Development team with sponsor and donor communications and engagement when needed.
• Ensure smooth event operations by managing on-site logistics, troubleshooting issues and providing an excellent attendee experience.
• Work with Animal Care and Behavior teams to identify animals for off-site adoption events. Gather and organize supplies needed for off-site adoption events and coordinate with Adoptions team for day-of logistics and staffing.
• Collaborate with the CEO to plan and execute Staff Appreciation Events and monthly all-staff meetings.
• Gather post-event feedback, analyze event performance, and provide recommendations for future events.

Other Duties

• Assist the Chief Executive Officer with administrative tasks as needed
• Manage AWLA merchandise by brainstorming ideas for new items, keeping track of inventory, and assisting staff with stocking and sales. Collaborate with the Senior Manager of Communications and Event Marketing to design, create, and print event graphics and signage, as well as help with social media and digital marketing, and other event-related communications tasks.
• Maintain AWLA traveling event bags by keeping marketing materials stocked and the bags organized. Gather feedback and identify needs for new table materials or items needed for successful off-site events.
• Work with directors and managers to coordinate on-boarding of new hires.

POSITION SPECIFICATIONS:

Required

• At least five years of relevant experience;
• Basic operational knowledge of Microsoft Office and Google Suite;
• Strong written and verbal communication skills;
• Comfortable with technology and computer basics;
• Attention to detail and ability to multi-task;
• Comfort and ability to speak on the telephone;
• Valid driver's license
• Self-motivated, ambitious, with positive outlook;
• Comfort level with animals; and
• A belief in the mission of the Animal Welfare League of Alexandria.

Preferred

• Graphic design experience, including layout, graphics, photo editing software, print production and more, through programs like Canva or Adobe Suite.
• Experience updating websites with systems like WordPress;
• Fluent written and spoken Spanish;
• Experience with media publicity and public speaking;
• Experience with animals and/or animal welfare facilities.

WORKING CONDITIONS:

• Indoors in an air-conditioned/heated office, outdoors at the shelter, or on location for various activities;
• Equipment use includes PC, laser printer, copy machine, fax machine, telephone;
• Handling animals to show to the public and working around animals, including animals in the office setting
• Non-exempt position;
• Work hours:
• 40 hours per week; Paid overtime occasionally requested.
• Evening and weekend hours may be required, especially when the AWLA hosts special events.
• This position will require working outside of standard hours.

MENTAL, PHYSICAL AND COMMUNICATION DEMANDS:

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.

• Requires patience and tact when working with difficult, emotional, or angry people;
• Requires the ability to speak and write effectively and clearly in a professional manner;
• Requires clear verbal communication over the telephone and intercom systems to internal or external individuals;
• Requires the ability to treat people and animals in a pleasant, courteous and professional manner; and
• Requires the ability to work in a team environment and to provide team leadership.

This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related duties required by their supervisor. This document does not create an employment contract implied or otherwise, other than an “at-will” relationship.

The Animal Welfare League of Alexandria provides equal employment opportunities to all employees and applicants for employment without regard to race, color, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, service in the military, pregnancy, childbirth or related medical conditions. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation and training.