Events and Operations Manager

Job Description

Job Description

Position Summary:

Reporting to the CEO, the position is part-time (20-24 hours/week) This position is non-exempt. Williamsburg Community Foundation is a growing nonprofit leader that provides grants and scholarships in the local area. The position supports the Foundation’s mission by leading event and operational planning and management. The Events and Operations Manager is responsible for planning, coordinating, and executing Foundation events and operational functions and ensuring the highest-quality customer service to WCF constituents and effective use of approved resources.

Responsibilities

Events :

• Maintain the WCF organizational calendar.
• Plan and produce all WCF events, receptions, luncheons and cocktail parties.
• Prepare & merge invitation list, process responses, prepare name tags.
• Work with vendors on contracts, entertainment, decoration, photography, and purchasing of food, beverages, and supplies.
• Assist with follow-up after the event.
• Occasional evening or weekend hours are required.
• Provide cross-functional coordination, support, and collaboration for Foundation projects, events, and meetings.

Board & Committees :

• Organize all committee and board meetings. Ensure there is a quorum.
• Maintain all records and mailing lists for board and committees.

• Provide technical support for in-person, virtual, and hybrid meetings and manage virtual meeting tools.
• Work with the CEO to prepare the agenda. Prepare printed materials and any refreshments.
• Record and provide written minutes in a timely fashion.
• Assist donors, board & committee members, grantees, professional advisors, and the general public in a courteous, helpful, and respectful manner.

Office Maintenance

• Proactively maintain the WCF office in a professional manner.
• Oversee maintenance of the office condominiums, including coordinating contractors, obtaining pricing, and arranging repairs as needed.
• Hiring and overseeing cleaning company.
• Responsible for maintaining an inventory of and procurement of office supplies.

Grant and Scholarship:

• Assist in denial and approval emails/letters for competitive grant process.
• Enter grant payments on approved applicant requests and produce payment memos.
• Enter scholarship payments on approved applicant requests, following up on any necessary due diligence with the educational institutions that are not already in the system.
• Follow up on required reporting from grantees and maintain those records.

Donor Service :

· Enter all gifts by check, stock, credit card or ACH into the database.

• Provide support to users of Fund Holder and online giving portals.
• Review all donor-advised grants submitted online for accuracy and that GoVerify has processed correctly.
• Assist other staff members by preparing mail merge and bulk mailings.

Required Qualifications

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Share Point).
• Strong proficiency in a customer relationship management (CRM) system.
• Strong organizational skills to balance multiple projects and deadlines, including the flexibility to adjust activities and priorities and take on new responsibilities.
• At least two years prior work experience in special events or hospitality (event management).
• Excellent verbal and written communication skills and a commitment to superior customer service. 
• Ability to work independently and exhibit initiative in prioritizing work assignments and performing complex and detailed administrative tasks.
• Willingness to work a flexible schedule as determined by the needs of the organization and external stakeholders.
• Possession of a valid driver’s license and access to a vehicle. 
• Bachelor’s degree or equivalent work experience is required;

The Williamsburg Community Foundation connects people who care with causes that matter in our community. . . forever. The Foundation is a collection of gifts given by local donors. The gifts are invested. Each year earnings are returned to the community in the form of grants. These funds grow with each new gift and produce income that will continue to meet local needs for generations to come.

Company Description

The Williamsburg Community Foundation connects people who care with causes that matter in our community. . . forever. The Foundation is a collection of gifts given by local donors. The gifts are invested. Each year earnings are returned to the community in the form of grants. These funds grow with each new gift and produce income that will continue to meet local needs for generations to come.