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Director, Special Events
Media Relations and Communications Consultant
Annual Fund Manager
Position: Director, Special Events
Reports To: Managing Director, Development
Supervisory Responsibilities: No
Budget Responsibilities: Yes
The director of special events is responsible for aspects of strategy, planning and execution of the Foundation’s fundraising events, including, but not limited to, the annual spring gala, a high profile, black-tie event (and the foundation’s largest fundraiser generating over $1.6 million annually) and the annual 5k walk/run and health fair. This position requires a goal oriented and skilled tactician who can execute complex fundraising events flawlessly, the ability to multi-task and problem-solve, excellent interpersonal, collaboration and negotiation skills, and management of volunteer leadership and sponsorship committees.
The director of special events reports to the managing director of development and works with staff from development, marketing and communications, finance, programs and advocacy. This position works very closely with the Foundation’s president and founder in planning and executing the annual spring gala, and the COO on the planning and execution of the 5k and health fair. The director works in close coordination and collaboratively with the manager of special events on all aspects of the events and to maintain regular contact with outside organizations and individuals, including diplomats and legislators, volunteers, sponsors and vendors.
Primary Responsibilities Events
- Develop a comprehensive understanding of the Foundation’s research, education, community outreach and advocacy programs, in order to effectively communicate the Foundation’s mission.
- Work collaboratively with manager of special events to develop detailed event timelines and run-of-show for successful execution of events, including preparing event briefings for staff and volunteers prior to each event.
- Maintain strong relationships and coordination of event vendors (including, but not limited to, invitation and program design, printing and mailing, venue, caterers, AV, florists, photographers, entertainment).
- Oversee the development of print and online materials associated with each event, including website, invitation, program, banners and signage, etc.
- Recruit and coordinate activities for volunteers for Foundation events.
- Take responsibility for various administrative duties tied to events and managing event committees, including, but not limited to, list preparation, scheduling meetings, invoicing corporate and individual sponsors.
- Negotiate cost-effective rates and secure in-kind donations of goods and services.
- Draft and edit solicitation letters, acknowledgments, reports and necessary supporting documents for event solicitation; analyze and conduct event “post mortems”; reconcile event budgets; and ensure all follow-up is conducted in a timely manner.
- Develop, foster and manage relationships with corporate sponsors and committee members, including identifying personal connections to properly steward institutional funders.
- Maintain up-to-date records and both electronic and paper files; manage events using the donor database for tracking, reporting and follow-up in coordination with database manager and the director of major gifts.
- Work closely with the marketing and communications division on all pre- and post-event marketing materials and publicity.
- Work with special events manager to support third party events and serve as liaison with event coordinators, when appropriate.
- Assist with other fundraising projects as requested.
Additional Responsibilities for Gala
- Work closely with the president and founder and volunteer leadership to solicit and secure sponsors, in-kind donations and auction items for the annual spring gala.
- In coordination with the president and founder, serve as the liaison with diplomats who have been selected as the gala’s Honorary Patrons.
- Serve as liaison for celebrity designer, David Tutera, and his representatives in conjunction with the design at the National Building Museum.
- Assist in securing Honorary Congressional co-chairs and committee in coordination with director of policy/advocacy and president and founder.
- Manage corporate committees and provide committee support, including prospecting, solicitation, follow-up and stewardship.
- Manage the recording of individual and corporate sponsorships and reservations, including developing seating plan and securing guest names for 800-1000 guests.
- Ensure corporate sponsor deliverables are met (e.g, program advertisements, recognition on website, logo presence at the event)
- Work collaboratively with special events manager for auction item solicitation and management of auction items working with BidPal (posting items on a web portal pre-event and handheld bidding devices at event).
- Recruit and coordinate activities of 40-50 volunteers for the evening of the event.
- Work collaboratively with special events manager to manage and troubleshoot all facets of the gala on the day and evening of the event.
Additional Responsibilities for the 5k Walk/Run and Health Fair.
- Work closely with the COO and volunteer leadership to solicit and secure sponsors, in-kind donations and teams for the 5k and health fair.
- Maintain strong relationships and coordination of event vendors (includes venue, prizes, printing and mailing, venue, photographers, entertainment, etc.).
- Manage 5k sponsorship committees and provide committee support, including prospecting, solicitation, follow-up and stewardship.
- Ensure 5k corporate sponsor deliverables are met (program advertisements, recognition on website, logo presence at the event, etc.)
- Work with special events manager to recruit and coordinate 120 volunteers.
- Lead a core team of staff to expand health fair activities offered to participants of the 5k.
- Minimum of 8 years experience planning and producing high-level fundraising events with a proven track record of reaching or exceeding fundraising goals and managing a diverse array of events, including a high-profile gala.
- Ability to monitor and meet income goals. Solid understanding of non-profit fundraising and sponsorship principles; some major gift fundraising experience preferred.
- Comfortable working closely with high-level donors and volunteers.
- Knowledge and understanding of non-profit financial and accounting principles.
- Strong leadership, organizational, project and time management skills, coupled with the ability to take initiative and work independently.
- Strong attention to detail. Ability to manage multiple high-level projects and priorities simultaneously.
- Ability to exercise sound judgment and decision-making skills.
- Excellent oral and written communication skills, with the ability to interface with all departments/levels of the organization and outside third parties, including diplomats and legislators.
- Working knowledge of Raiser’s Edge preferred.
- Able to work collaboratively in a team environment, share multiple assignments and meet deadlines.
- Highly proficient in Microsoft Office (Word, Excel, PowerPoint) and Microsoft Outlook.
- Bachelor’s degree required.
To apply: Email cover letter and attached resume to Janet Hudson, Managing Director of Development, at Janet.Hudson@preventcancer.org with Subject: Director, Special Events.
Position: Media Relations and Communications Consultant
Supervisor: Director, Educational Campaigns
Department: External Affairs
The Think About the Link® Campaign is a multi-year initiative of the Prevent Cancer Foundation® that is designed to raise the public’s awareness of the link between certain viruses and cancer. Launched in January 2016, Think About the Link® focuses on three viruses: human papillomavirus (HPV), hepatitis B and hepatitis C. The campaign aims to increase screening rates for these viruses, vaccination rates for HPV and hepatitis B, and awareness of available treatment options for hepatitis B and hepatitis C. Through traditional and social media, educational resources, direct marketing, advertising and grassroots events, Think About the Link® engages target audiences, including at-risk individuals, health care professionals, Washington policymakers and media.
The Media Relations and Communications Consultant is responsible for securing significant press coverage for Think About the Link® activities, including community outreach events, public service announcements, white papers, congressional briefings, speaking engagements, health awareness months and more.
The Media Relations and Communications Consultant reports to the Director, Educational Campaigns. The consultant will interact with the President and Founder, Executive Vice President and Chief Operations Officer and members of the External Affairs Department. This person can work from any location in the U.S., however, preference will be given to candidates in the vicinities of Washington, DC, New York City and Philadelphia.
Major Duties and Responsibilities
- Develop and execute annual media and marketing communications plan for Think About the Link® based on campaign’s activities.
- Produce a wide range of high-quality written communication materials including, but not limited to, press releases, key messages, talking points, scripts, briefing materials, presentations, op-eds, media pitches, statements, crisis communications, impact stories, newsletter copy, web copy, social media messaging and blog posts.
- Create and enhance relationships with national, trade, regional, local, political and/or consumer media, as well as bloggers and other social stakeholders.
- Manage placement of print and digital advertisements
- Track and maintain relevant domestic and international news coverage and statistics related to viruses and cancer.
- Maintain updates to campaign’s media materials and educational resources.
- Develop media press kit for the campaign.
- Lead media training for potential spokespersons, including physicians, patients, and/or advocates.
- Other duties, as assigned.
- Create and maintain campaign’s communications calendar and timeline and ensure timely execution of deliverables.
- Prepare for and participate in bi-weekly planning meetings with supervisor to review workload and assignments.
- Create regular Microsoft Word and/or PowerPoint updates on media activities.
- Code invoices for payment and help track campaign spending.
- Travel domestically for campaign several times per year.
- BA/BS with a minimum of 5 to 7 years related experience. Experience with nonprofit and health communications strongly preferred.
- A proven track record of successful media relations (national, consumer, regional, political and/or trade) outreach and the ability to quantify that outreach.
- Proven professional relationships with various members of the press.
- Expertise creating and executing strategic communications plans.
- Excellent writing, editing and proofreading skills. Ability to make complex information relatable to a variety of audiences.
- Superior knowledge of the Associated Press (AP) writing style.
- Maturity, sound judgment and the ability to work independently from a remote location.
- Highly organized, self-starter with both creativity and strong attention to detail.
- Strong customer service skills, in person, over the phone and in writing.
- Ability to work under pressure and handle stress.
- A proactive problem solver and leader who can anticipate needs, be flexible and manage multiple competing deadlines.
- Proficiency in Microsoft Word, Excel, PowerPoint, Outlook. Working knowledge of public relations software and social media platforms strongly preferred.
- Must be willing and able to travel several times per year.
To apply: Please submit a cover letter, resume and three writing samples to: Kennesha Baldwin (Kbaldwin@preventcancer.org). Applicants may be subject to a writing and/or editing test.
About the Prevent Cancer Foundation
The Prevent Cancer Foundation® is one of the nation’s leading voluntary health organizations and the only U.S. nonprofit focused solely on cancer prevention and early detection. Founded in 1985, it has catapulted cancer prevention to prominence and fulfills its mission through research, education, outreach and advocacy across the country.
Position: Annual Fund Manager
Reports To: Managing Director of Development
Supervisory Responsibilities: None
Budget Responsibilities: None
We are looking for a highly skilled, self motivated individual to be our Annual Fund Manager. The position reports directly to the Managing Director of Development and works closely with the Development Department. This position regularly represents the Prevent Cancer Foundation® at community events.
The Annual Fund Manager is responsible for coordinating annual giving initiatives to include direct mail, workplace giving, honor/memorial campaigns, and email solicitation, as well as acknowledgments and stewardship to increase donor acquisition, retention and revenue. Candidate must be a strong writer and have excellent oral communication.
Duties & Responsibilities
- Manages direct marketing, including working with DM consultant to draft direct mail appeals, working in-house to send e-appeals, working with the in-house graphic designer on creative and inspiring packages; creating mailing lists from Raiser’s Edge; and coordinating the mailing process with the print house.
- Analyzes response to each campaign and makes recommendations for future campaigns based on results.
- Keep current on latest developments/best practices for online and annual giving.
- Drafts all acknowledgment templates for direct mail, e-appeals, and special campaigns; reviews and tailors acknowledgments as-needed for special individual and corporate donors.
- Represents the Foundation at workplace giving events throughout the DC metro region. Works to increase designations to Prevent Cancer Foundation through state, federal and for-profit workplace giving campaigns (CFC and private industry).
- Point of Contact with America’s Charities representatives.
- Ensures the timely submission of America’s Charities and individual state workplace giving applications. Works in collaboration with the Foundation’s Senior Account Manager to ensure state solicitation filings are up-to-date and proper filing of all applications is maintained for auditing purposes.
- In coordination with the Database and Development Manager, oversees the maintenance and accuracy of in-house and outsourced direct mail donor files, mail selections and pulls for individual mailings.
- Assists the Managing Director of Development on strategies to upgrade donors.
- Identifies individuals, demographic and interest segments that should be targeted as potential donors and work with the Managing Director of Development to execute customized appeals (e.g., phone calls, letters, cards, visits, etc.) for follow-up.
- Creates and manages web-based and print content materials in concert with the Foundation’s goals, mission and programs to keep donors informed and connected to the Foundation’s work.
- BA required; Marketing degree preferred
- Experience working with e-blasting software
- 3-5 years fundraising experience, at least one in direct marketing (direct mail, e-appeals, etc.)
- Working knowledge of Raiser’s Edge
- Excellent writing and public speaking.
- Experience working with senior level executives.
- Highly organized, able to manage multiple priorities and meet deadlines.
- Strong attention to details and accuracy.
- Proficiency in Microsoft Office (Word, Excel, Powerpoint) and web-based research skills, and comfortable working with social media networks (Twitter, Facebook, etc.)
- Some experience managing budgets.
- Proactive, flexible, team player.
- Some evening and weekend work required.
To apply: Email cover letter and attached resume to Janet Hudson, Managing Director of Development, at Janet.Hudson@preventcancer.org with Subject: Annual Fund Manager.
Department: Finance and Administration
Supervised by: Managing Director, Finance and Administration
SUMMARY OF POSITION:
Reconcile general ledger accounts and bank accounts on a monthly basis. Prepare journal entries as well as assist in annual audit. Assist the Managing Director, Finance and Administration and others with both financial and administrative special projects as required.
DUTIES AND RESPONSIBILITIES:
- Journalize anomaly revenue deposited into the lockbox
- Prepare monthly account reconciliations, meet with other departments to resolve discrepancies and recommend/prepare necessary adjusting entries.
- Performs weekly check clearing in Financial Edge database and provides weekly cash forecast to department head
- Assist with the month end close through analysis of financial data and properly preparing journal entries on a timely basis.
- Provide monthly financial and budget reports to department heads
- Assist with annual Foundation budget entry process
- Maintains proper filing and record keeping, coordinates annual removal of files to off-site storage
- Maintains Foundation contract files
- Provide technical support for the annual audit and 990 Information Return
- Assist in drafting and updating finance & administration procedures and monitoring of internal controls
- Assist with Financial Edge Dashboard administration, mapping of Raiser’s Edge funds to Financial Edge project codes, and establishing and updating financial procedures
- Works with IT vendor and assists with equipment and software purchasing
- Assist Managing Director, Finance and Administration with special projects as requested.
- Bachelor’s degree in Finance or similar is desired, with 1 – 2 years’ experience
Skills & Qualities
- Knowledge of Blackbaud’s Financial Edge software a plus
- Computer literacy with spreadsheets, accounting, database, accounts payable, and word-processing applications.
- Strong organizational, analytical, communication and interpersonal skills are required.
- Ability to meet assigned deadlines.
- Highly detail oriented and organized in work.
- Ability to act and operate independently with minimal daily direction to accomplish goals.
- Needs to be a positive, enthusiastic team player who adapts easily to change and works cooperatively and collaboratively with all levels of employees, management and external agencies to maximize performance, creativity, problem solving and results.
To apply: Email cover letter and attached resume to Amy Sokal, Managing Director of Finance and Administration, at Amy.Sokal@preventcancer.org.