Pink Aid Administrative Coordinator

Reports to: Executive Director (40%) and Sr. Manager Marketing and Events (60%)

Part time/Hourly - 24h per week (up to 30 during high season)

Location: Fairfield County, CT; In office as needed up to three days a week

Admin

• Responsible for maintaining necessary office supplies and stationary of Pink Aid
• Responsible for maintaining / ordering necessary marketing materials and collateral
• Conference Room bookings/cancellations
• Shipping needs, on site assistance with volunteers
• Event day assistance - set up, materials, breakdown, volunteers scheduling and communication
• Hand-written thank you communications and tributes
• Assistance with mailings for events, programs and other needs including (but not limited to) year end, mother's day appeal fulfillment, materials for events,
• Assist Pink Posse committee(s) with ordering of materials as needed, delivery of bags to hospitals, and securing conference room space for bag assembly
• As needed assist with Board meeting preparation (printing of materials, scheduling Board meetings) , Advisory Council meeting scheduling, and other committee zoom meetings as needed

Events Administration

• Work with CT and LI Corporate Sponsorship Chairs in conjunction with the Sr. Manager Marketing and Events to support their fundraising efforts by
  • Following up directly with the Corporate Sponsor once the Sponsorship has been secured.
  • Secure corporate sponsorship agreements, journal ad submissions, guest names and other event related logistics as it pertains to tickets and parking (CT).
• Assist in the management of Event Sponsorship recognition benefits fulfillment for all events
• Assistance with Tribute and Memorial donations for annual event(s)
• Event Committees - assist with event committees as needed (Golf, October Events)
• Auction Assistance
  • Help to manage committee and subcommittee with the Sr. Manager Marketing and Events
  • Manage back end of the auction site
  • Work with committed members to follow up with past auction donors
  • Suggest strategic modifications as needed
  • Assist in the fulfillment of auction items
• Event Check-In Assistance
• Assist with Event Kick Offs including bringing materials materials, printing name tags, following up with event committee members, set up, administrative assistance, attending kick-off
• Name Tags/Signage for Special Events
• Assist with Annual Donor Recognition Events as needed including printing name tags, staffing event (as needed), bringing materials for event
• Assist with 3rd Party Events including ensuring materials are provided to each event leader (table cloths, banners, marketing materials), stewardship and follow up, community event recognition

Other

• Assist Pink Aid staff with other administrative needs as they arise for events, travel, meetings
• Act as a Pink Aid contact for Pink Aid volunteers as needed
• Assist with programmatic mailings and outreach as needed for grants and expansion support
• Packing and moving event materials and Pink Aid Inventory as needed for events
• Some evening and weekend hours as needed for events

Part time employees are eligible to participate in Pink Aid's 403b program.

Proficiency in Microsoft Office / Google Workspace, CRM and Event systems such as Raiser's Edge CRM, Classy, GiveSmart, GoFundMe Pro. Basic understanding of email marketing systems.

Donor correspondence and stewardship coordination, Cross-department collaboration, Customer service orientation, Project & Time Management, Ability to manage multiple priorities, Deadline-driven and detail-oriented, Strong organizational systems, Independent problem-solving.