Event Specialist (temporary)

Overview

POSITION TITLE: Event Specialist

REPORTS TO:  Events Manager

SUPERVISION EXERCISED: Contracted vendors, contracted event staff

LOCATION: Anywhere ADL has an office

Grade/Class: Grade D, Non-exempt, Non-Union. Temporary, full-time role through June 30th  

 

ABOUT THE ORGANIZATION  

  

ADL is the leading anti-hate organization in the world. Founded in 1913, its timeless mission is “to stop the defamation of the Jewish people and to secure justice and fair treatment to all.” Today, ADL continues to fight all forms of antisemitism and bias, using innovation and partnerships to drive impact. A global leader in combating antisemitism, countering extremism and battling bigotry wherever and whenever it happens, ADL works to protect democracy and ensure a just and inclusive society for all. 

 

PRIMARY FUNCTION

This role is temporary, full time from February 2025 - June 30, 2025, with the possibility of extension. The Event Specialist drives key deliverables for assigned ADL stewardship and fundraising events. As part of the donor engagement team, the Event Specialist provides direct, hands-on event support as well as oversight and support for event vendors, including contracted event production firms. This role is the primary project manager for multiple ADL events around the country, working closely with the event manager and the events team. The Event Specialist will also consistently support registration and stewardship logistics as assigned.

 

The Event Specialist drives key deliverables for assigned ADL stewardship and fundraising events. As part of the donor engagement team the Event Specialist provides direct, hands-on event support as well as oversight and support for event vendors, including contracted event production firms. This role is the primary project manager for multiple ADL events, working closely with event managers, fundraisers and the ADL fundraising events team. The Event Specialist will also consistently support registration and stewardship logistics for ADL events as assigned.

Responsibilities

• Serve as the primary project manager for an assigned portfolio of events, working directly with event production company on details, invitations, attendee communication, collecting and recording RSVPs and ticket payments, etc.
• Support the management and stewardship of event attendees and sponsors throughout contracted period.
• Monitor and track project timeline and budget, ensuring quality deliverables from event production and marketing partners are completed on time and on budget.
• Provide material support to move assigned events forward, including collaborating with event production partners in logistics, program and script development, seating, VIPs management, graphics review, etc.
• Undertake key administrative functions, including managing registration and sponsorships, routing items for review and approval, and documenting attendance in Salesforce. Demonstrate attention to detail by ensuring accuracy, meeting deadlines, and communicating broadly.
• Maintain recognition lists for event sponsors and donors, ensuring appropriate recognition at events and in publications as promised, excelling in donor and sponsor relations.
• Draft letters and other stewardship related correspondence as requested.
• Manage email correspondence from assigned donor facing inboxes.
• Prepare and contribute to project updates and presentations as requested to ensure key stakeholders remain informed and engaged.
• Provide administrative assistance to the Donor Experience team as requested, setting up meetings, routing contracts, submitting invoices, etc.

Qualifications

Skills:

• Outstanding project management skills including ability to manage shifting timelines and priorities.
• Accurate and thorough follow-through.
• Strong understanding of the event production timeline.
• Demonstrated ability to work independently in a fast-paced environment, problem-solve, meet multiple concurrent deadlines, organize time and priorities, and work well as a member of a team.
• Ability to create, compose and edit written materials.
• Results-oriented with a positive and calm attitude and an inclination to view problems as challenges and enjoy finding solutions.
• Strong ability to work proactively and take initiative.
• Comfort collaborating remotely.   
• Creativity and tenacity are valued in this role.
• Salesforce and Marketing Cloud experience preferred. Experience using a shared file system a plus

 

Experience:

• Proven experience as an