Event and Program Support Specialist

Job Description

Position Summary

Dreamweaver Foundation is seeking a self-motivated, highly organized Event and Program Support Specialist to join our mission-driven team. Reporting to the Executive Director, this role keeps the organization’s day-to-day operations running smoothly and plays a vital part in advancing our mission: inspiring joy and dignity for aging adults by fulfilling dreams and creating meaningful moments.

The Event and Program Support Specialist provides comprehensive administrative support to the Executive Director and staff, including calendar management, correspondence, office organization, and database support, and plays a key role in event coordination, constituent communication, and office management. The ideal candidate is a self-starter who takes initiative, anticipates needs before they’re raised, and follows through without needing reminders, all while balancing multiple priorities in a fast-paced nonprofit environment.

Key Responsibilities

• Provide proactive administrative support to the Executive Director and team, anticipating needs to keep the office running efficiently and programs and events on track
• Coordinate events from start to finish, including preparation, logistics, and follow-up, taking ownership of assigned tasks through completion
• Draft, proofread, and format correspondence and internal documents
• Answer phone calls, greet visitors, and manage incoming and outgoing mail and correspondence
• Serve as a warm, professional point of contact for constituents, partners, and staff
• Manage calendars, schedule meetings, and coordinate appointments
• Organize and maintain electronic and physical filing systems
• Prepare reports and presentations and keep database/CRM records accurate and up to date
• Oversee office organization, inventory, and supply ordering
• Spot opportunities to improve our processes and systems, and bring forward ideas and solutions

What Success Looks Like

• You take initiative. When you see something that needs to be done, you do it, or you raise it with a plan.
• You’re trusted to manage your own workload, set priorities, and meet deadlines.
• You follow through on your commitments, so the team can count on things getting done, and done well.
• You bring energy and fresh ideas, always looking for ways to make our events, programs, and operations even better.

Qualifications

Education & Experience

• Bachelor’s degree or equivalent relevant experience
• Prior experience working in a nonprofit organization strongly preferred

Skills & Competencies

• Excellent verbal and written communication skills
• Strong organizational and time-management abilities with attention to detail
• Ability to manage multiple priorities and meet deadlines
• Self-motivated and able to work independently, managing your own priorities 
• Demonstrated initiative and sound judgment, with a track record of seeing projects through to completion
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint)
• Proficiency using CRM or fundraising software (EveryAction, OneCause, Airtable)
• Strong problem-solving skills and the ability to maintain confidentiality
• Preferred Skills & Experience
• Experience supporting nonprofit fundraising events, including galas and other ticketed events
• Familiarity with event logistics and donor-facing activities
• Experience with social media management, including scheduling posts and supporting event promotion
• Working knowledge of WordPress for website management
• Working knowledge of Canva for creating or editing basic graphics and visual materials

Work Environment: Office-based role supporting multiple departments and team members. Occasional support for events and activities outside standard office hours, including some evenings and weekends, is part of the role.

Hours & Salary: This is a non-exempt position with an expectation of 40 hours per week, including occasional evenings and weekends as needed. Salary Range is $21.63 - $23.56 per hour.

Reports to: Executive Director

Supervises others: No

Dreamweaver Foundation is proud to be an Equal Opportunity Employer. All applicants meeting basic qualification requirements are encouraged to apply. Applicants and employees will not be subject to discrimination based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or other non-merit-based factors.