Volunteer Park Trust Operations Specialist

Volunteer Park Trust is looking for an outgoing, organized Operations Specialist to support the volunteer officers and contributors that make up the Steering Committee and six subcommittees of Volunteer Park Trust. This person is an independent contractor that provides administrative and operational support to VPT, and works closely with the chair, vice chair and committee chairs on a weekly basis. While a majority of meetings are conducted remotely, the SC and subcommittees meet periodically for in person meetings or at park events. We expect this work will take 10-15 hours per week to complete, which will range based on seasonal activities

Volunteer Park Trust is a volunteer-led community group that helps fund park improvements and activate the park through annual events such as the Summer Series concerts and Park Stewardship events. Volunteer Park Trust is fiscally sponsored by Seattle Parks Foundation, which will execute this contract. The mission of Volunteer Park Trust is to preserve and enhance this city and national landmark for today and for generations to come. Learn more at: https://volunteerparktrust.org/

Responsibilities:

• Facilitate administrative tasks on behalf of the Trust, including
  • Propose and execute a monthly schedule of email communications and mailing lists management
  • Monthly administrative project support and oversight for subcommittees, including meeting scheduling
  • Attend (in-person or remotely) monthly steering committee and subcommittee meetings and provide minutes
  • Provide a monthly update of the Trust’s files and records on a shared drive and provide updates to the Vice Chair
  • Liaise with Seattle Parks Foundation and provide insights to the Steering Committee about possible opportunities, best practices and procedures for effective nonprofit stewardship
  • Provide monthly summary reports to Chair and Vice Chair on key metrics
  • Assist with invoices and other administrative tasks
  • Coordinate supplies and material orders
  • Post relevant listings for volunteer engagement and sign-up
  • Establish working-level knowledge of VPT’s website management tool and provide update recommendations to Marketing chair and execution as needed
• Support development committee with ongoing donor and volunteer recruitment, including:
  • Project management for four donor events and other events as needed: GiveBIG, Spring Reception, the Fall Campaign, and Giving Tuesday.
  • Grant research, writing, and management in collaboration with the Development Committee and Summer Series Committee
  • Manage grant reporting process for Department of Neighborhoods, 4Culture and other grants as awarded
  • Support for data management for donors and prospects as needed to assist the Development Committee.
  • Manage thank you process for donors and sponsors
  • Consult on strategy for corporate partnerships for volunteer and event sponsorship opportunities
  • Support development of a short annual report highlighting the work of Volunteer Park Trust
• Assist with execution of marketing strategy (including for events) through monthly website and calendar updates, Mailchimp newsletters, Facebook and Instagram in collaboration with Marketing Committee Chair.
• Assist with in-park events, including the Amphitheater performance series in 2025 and 4-6 events annually. Deliverables may include:
  • Management of event sponsorship agreement requirements
  • Vendor recruitment and processing
  • Park permit submissions
  • Maintain Volunteer Park Trust online calendar of goings on in Volunteer Park
  • Online volunteer recruitment for events as needed.

Evaluation Criteria

• Experience in planning and coordinating programs or events
• Familiarity with public park community groups
• Self-directed working style
• Comfort with using Microsoft Office, Google Suite and Mailchimp. Website management and publishing experience is a plus
• Comfort and interest in posting and interacting with the public via social media platforms
• Familiarity with Little Green Light / donor databases and data analysis a plus
• Adaptability, creativity, innovative thinking, and a sense of humor
• Capacity to work effectively with highly collaborative volunteer Steering Committee and subcommittee members
• Experience, or interest in, grant writing
• Outstanding written and oral communication skills
• Share Volunteer Park Trust’s commitment to building a diverse, welcoming, and antiracist organization

Please note that most of the work can be performed from any location, but ability to be in Seattle for meetings and events is required. As a contractor you will need to have a business license and provide your own laptop and/or other equipment needed.