Auction Assistant

Position Title: Part-Time Auction Assistant

Reports To: Auction Lead

Status: Part-Time (Seasonal/Temporary) 1099 Contractor

Location: Franklin TN 37064

Compensation: $17-18 per hour

The Heritage Foundation of Williamson County is seeking a part-time Auction Assistant to support the execution of the silent auction at the 2025 Heritage Ball. This role plays a critical behind-the-scenes role in organizing and documenting auction items photographing items for listings entering data into the GiveSmart platform and assisting with on-site auction setup and fulfillment at the event.

The Auction Assistant will report to the Auction Lead and will not serve as a member of the Auction Committee but will work closely with committee members to gather and process donated items. The role may also include limited solicitation of auction items and will involve frequent communication across departments.

This is a temporary part-time 1099 contractor position with flexible hours from June through October 2025 with increased availability expected from August to early October.

Responsibilities:

Auction Item Administration & Documentation (30%)

• Receive and track incoming auction donations ensuring each item includes a completed in-kind donation form.

• Maintain accurate up-to-date records of all auction items including value restrictions and donor information.

• Organize items in a centralized master spreadsheet to support packaging labeling and donor acknowledgments.

Auction Platform & Listing (20%)

• Upload auction items descriptions photographs and bidding details into the GiveSmart platform.

• Ensure entries are complete accurate and optimized for bidder experience.

• Assign item categories and determine starting bids as directed.

Item Organization Packaging & Transportation (20%)

• Prepare items for display and transport including boxing wrapping labeling and securing any necessary display materials (e.g. stands acrylic risers frames).

• Coordinate packing supplies and transportation logistics with the event team.

On-Site Auction Setup & Management (15%)

• Assist with auction table setup and item displays during event load-in ensuring all items are attractively arranged and clearly labeled.

• Provide on-site support for the silent auction during the Heritage Ball.

Auction Close-Out & Fulfillment (15%)

• Coordinate the distribution of auction items to winners at the end of the event ensuring each package includes certificates contact information and any relevant documentation.

• Track and organize unsold or unclaimed items for return to the Foundation office and prepare them for easy fulfillment at a later date.

Qualifications

• Highly organized with exceptional attention to detail

• Comfortable using digital platforms (GiveSmart experience is a plus)

• Strong written communication and accurate data entry skills

• Professional reliable and capable of managing multiple tasks independently

• Ability to lift up to 25 lbs and assist with event-day logistics

• Willingness to work evenings and weekends as needed during peak periods

• Strong interpersonal and cross-departmental collaboration skills