Development Associate Events

POSITION SUMMARY:

Reporting to the Director, Events, the Development Associate, Events supports all events organized through the Office of Development, such as, but not limited to, major fundraising, donor cultivation & stewardship, and Team BMC events. The Development Associate, Events supports the planning and timely execution of events and special experiences for donors and prospects working closely with the Director of Events to ensure alignment with institutional goals & priorities. They will oversee the use of onsite technology to manage guests and collect donations. They will serve as the liaison to the Development Operations Team ensuring data integrity and timely reporting of event metrics and revenue and will also closely collaborate with the Development Communications team to ensure proper representation of the BMC brand in event collateral.

This candidate will be a resourceful, creative, and adaptable individual who works well under deadlines. The candidate must work well independently and as a member of the events team. Excellent attention to detail and teamwork skills will be critical for success in this position.

Position: Development Associate Events

Department: CP and E

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

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  Event Planning:

  
  
  
  

  • Drive revenue through day-of fundraising initiatives such as drawings and silent auctions, including securing high-value items through targeted outreach and relationship-building.

  • Manage all aspects of event logistics, including procurement, organization, and oversight of event supplies pre-event, onsite, and post-event, ensuring operational efficiency.

  • Lead the development and production of event materials, including name badges, scripts, support documentation, and collateral, ensuring alignment with branding and messaging.

  • Coordinate all speaker logistics, including transportation, accommodations, and schedules, ensuring a seamless experience for key stakeholders.

  • Conduct in-depth event research regarding venues, vendors, sponsorship opportunities, and potential donors to maximize event effectiveness and financial sustainability.

  • Oversee and optimize event registration processes, leveraging technology to ensure accuracy, efficiency, and a seamless guest experience.

  • Manage onsite event execution including set-up, registration, logistics, and clean-up on day of events.

  • Develop and manage VIP lists and executive briefings in collaboration with the Chief Development Officer's team to enhance leadership engagement.

  • Provide continuity and event expertise for cross-departmental and external partner events as needed.

  • Project manage, plan, and execute multiple high-touch events throughout the year.

  
  
  
  

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  Data Management:

  
  
  
  

  • Maintain and oversee accurate data entry and reporting for event-related lists, communications, and mailings, ensuring seamless integration with development efforts.

  • Manage event databases and table assignments and analyze attendee trends in Excel

  • Collaborate with Communications and Operations teams to gather, analyze, and report key post-event data, driving insights for future event enhancements. Collect, clean, and synthesize data, ensuring accuracy, relevance, and timeliness.

  • Build expertise in the technology available to BMC events including, but not limited to NXT, GiveSmart, Give Butter, Givezy, Chrome River, Infor, Teams, SharePoint, etc.

  • Ensure financial accountability and operational efficiency by overseeing invoices and reimbursements, ensuring prompt payment; and tracking budget. Determine what event insurance is needed, research options, gather quotes, and make recommendations to Director. Engage in strategic vendor negotiations, with final approval from Director.

  
  
  
  

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  Brand Representation:

  
  
  
  

  • Curate and manage BMC-branded materials to ensure brand presence and consistency across all events.

  • Oversee planning, coordination, and execution of tailored outreach to enhance engagement and retention for event-related donor communications. Draw on an understanding of various donor populations to ensure communications are tailored to audiences' needs and delivered in a timely manner.

  • Lead teams of staff onsite at events to consistently represent BMC with the excellence expected of our brand.

  
  
  
  

• In partnership with the Director of Events, facilitate the year-round internship program for the events team. Attend job fairs, interact with potential candidates, make candidate recommendations to Director. Onboard interns. Ensure intern engagement in assigned work, and that tasks and activities provide opportunities to learn about Events and its relationship to Development as a whole.

• Collaborate on other critical Development initiatives of the department on an as needed basis.

• Perform other duties as assigned.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

JOB REQUIREMENTS

REQUIRED EDUCATION AND EXPERIENCE:

• Bachelor's degree and at least two years of experience required

PREFERRED EDUCATION AND EXPERIENCE:

• N/A

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:

• N/A

CERTIFICATES, LICENSES, REGISTRATIONS PREFERRED:

• N/A

KNOWLEDGE, SKILLS & ABILITIES (KSAs):

• Strong problem-solving skills with exceptional attention to detail

• Familiarity with Microsoft Office, Word, Excel and PowerPoint

• Proven track record in attention to detail and as a problem solver

• Strong professional demeanor and customer service mindset

• Excellent written and verbal communication, quality control, and organizational skills

• Proven ability to handle a multitude of tasks

• Ability to work independently and as part of a team

This is a unique opportunity to join a growing Office of Development that is driving a bold vision to elevate Boston Medical Center Health System's philanthropic profile among individual, foundation, and corporate donors in the region and nationally. We are mission driven and passionate, visionary and strategic, nimble and collaborative. Working within our office and across the hospital, we're nurturing and growing a community of supporters who share BMCHS's commitment to clinical excellence and inclusive research that combine to serve as a national model for equity in healthcare. Our team works alongside world renowned physicians, scientists, philanthropists, government officials and high-profile community members all striving to make a meaningful impact in our community and beyond. We offer our employees an array of wellbeing services, competitive pay, and a wide range of benefits, including a highly subsidized health care plan for employees and their family members. BMC is proud to be one of Forbes Best Employers for Diversity and Best Employers for Women, and also earned a 4.5-star rating as one of Newsweek's Greatest Places to Work.

About Boston Medical Center (BMC)

As an employer, Boston Medical Center is one of a kind-delivering the benefits of well-regarded institutions with the innovative spirit found in smaller organizations. BMC is a leading academic medical center with a deep commitment to health equity and a proud history of serving all who come to us for care. BMC provides high-quality healthcare and wrap around support that treats the whole person, extending beyond our physical campus into our vibrant and diverse communities. This ranges from food and transportation all the way to economic mobility initiatives including jobs and financial literacy. The work does not stop there. Behind the scenes, BMC is a proud advocate for social, racial and environmental justice, and engages with the community to create two-way dialogues to best inform our work. BMC is advancing medicine, while training the next generation of healthcare providers and researchers as the primary teaching affiliate of Boston University Chobanian & Avedisian School of Medicine.

Equal Opportunity Employer/Disabled/Veterans