Event Assistant

The Event Assistant provides administrative, technical, and organizational support for RiverWorks’ major community and fundraising events. This position focuses heavily on spreadsheets, tracking systems, registrations, sponsor management, ticket sales, data entry, auction administration, and behind-the-scenes event logistics. This role is ideal for someone who enjoys organization, technology, and creating systems that keep events running smoothly. The Event Assistant works closely with the Development & Events Specialist, helping manage the many details and administrative tasks required for successful events. About RiverWorks Since RiverWorks began in 2009, the heart of our organization is Community Helping Community. Though there are many worthy organizations nationally and worldwide; we are focused on your time, talents & gifts helping those right here in the Rockford/Greenfield, Minnesota area. One in seven of our neighbors, at some point, will need the services of one of our programs.Our Food Shelf continues to serve families every week—many of them for the very first time. In 2024, we welcomed more first-time clients than ever before. For these families, life had shifted unexpectedly, and an urgent, heartbreaking question had surfaced: "How will I feed my family?" Thanks to the generosity of our community, we were ready to respond—with fresh produce, dairy, pantry staples, and a warm, respectful welcome. In that moment, we were able to offer a vital first hint of hope, one that helps families take the next step forward through uncertain times.Lunch Box Express program was another lifeline, providing free, nutritious and fun foods for children when school cafeterias closed. For many families, the strain of summer grocery budgets is overwhelming—and a simple lunch delivered in the middle of the day becomes one less worry, one more reminder that they’re not alone.And at the center of it all, our Thrift Store continues to be a blessing in more ways than one. Not only does it offer low-cost clothing, furniture, and household goods to families of all income levels, but its proceeds help fund the very programs—like the Food Shelf and Lunch Box Express—that bring hope to our community. Every donated pair of shoes, every volunteer sorting clothing, every purchase made—together, they create a ripple of kindness that goes far beyond our doors. Description Primary Responsibilities Ticketing & Guest Management Track ticket sales & registration. Maintain guest lists and seating assignments. Coordinate sponsor tables and attendee information. In coordination with Financial Manager, prepare registration materials and event packets. Sponsorship & Donor Tracking Maintain sponsorship spreadsheets and tracking systems Track sponsor commitments, invoices, payments, benefits, and deadlines Coordinate collection of logos, advertisements, and promotional materials Ensure sponsors receive proper recognition at events, online, and in printed materials In collaboration with the Executive Director assist with sponsor communication and follow-up Steak Fry & Auction Support Maintain silent auction and raffle tracking spreadsheets Track auction items, values, bid sheets, and checkout information Assist with raffle ticket tracking and reporting Support auction checkout and payment reconciliation Prepare sponsor packets, table host materials, and guest information Crow River Christmas Administrative Support Track tree sponsors, event sponsors, and community participants Organize sponsor signage and recognition lists Maintain registration and tracking documents for vendors, sponsors, and participants Assist with volunteer communication and event logistics Coordinate event documents, timelines, and operational checklists RiverWorks Serve Day Support Maintain volunteer registration lists and waiver tracking Assist with project assignments, communication lists, and reporting Prepare sign-in sheets, volunteer materials, and project documents Help organize sponsor recognition and donation tracking Support post-event reporting and data collection Create and maintain Excel spreadsheets and event tracking systems Organize shared digital files and cloud-based folders Assist with online forms, ticketing systems, and event software Enter and maintain accurate donor, sponsor, attendee, and volunteer data Generate reports and summaries for staff leadership Administrative & Organizational Support Help maintain event timelines, task lists, and operational systems Assist with email communication and document preparation Help coordinate printing, supplies, and event materials Support event setup and behind-the-scenes operations Assist with post-event reconciliation, reporting, and follow-up #J-18808-Ljbffr