Special Events Associate (Full-time w benefits)

Golden Gate National Parks Conservancy

Job Location:

San Francisco, CA - USA

Monthly Salary: Not Disclosed

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

Special Events Associate

Organization Description:

Since 1981 the Golden Gate National Parks Conservancy (Parks Conservancy) has served as the nonprofit partner of the National Park Service collaborating with the Presidio Trust partners donors and the community to support the Golden Gate National Recreation Area (GGNRA). The GGNRA stretches across three Bay Area counties north and south of the Golden Gate Bridge and includes iconic places such as Muir Woods National Monument Fort Point National Historic Site Alcatraz Island Crissy Field Mori Point Lands End and the Presidio of San Francisco.

The Parks Conservancy sits at the intersection of public lands community engagement social justice and climate resilience. We work to create volunteer opportunities foster education and inspire stewardship. As park builders caretakers and educators we believe in connecting people to these vital spaces striving toward our vision of Parks for All Forever. Join us.

Development & Membership Branch Overview:

The Development & Membership Branch brings in revenue through donations membership grants and by engaging our diverse community of supporters. Special eventsranging from fundraising dinners and donor recognition to member celebrations and volunteer appreciationare essential to cultivating strong relationships and financial support for the organization.

This position offers the exciting opportunity to unite celebration with stewardship helping to strengthen both the financial health and partnership engagement of the Parks Conservancy.

Position Overview:

The Special Events Associate provides essential administrative logistical and communications support for the Parks Conservancys special events portfolio including the annual Trails Forever Dinner ribbon cuttings staff celebrations Adventure Outings and other donor cultivation and stewardship events totaling more than 30 events annually. The role also contributes to membership programming supporting the creation of event pages and on-site logistics for membership events throughout the year (approximately 15% of the position).

This position ensures consistent and professional execution across events of all sizes and supports the Conservancys efforts to celebrate steward and sustain our national parks through joyful community-centered gatherings.

This position is based at Fort Mason in San Francisco and follows a hybrid model. While a minimum of two days per week onsite is required additional in-office or park-site days are often necessary to meet the essential requirements of the role.

Reports To: Director of Special Events

Essential Functions and Responsibilities:

Event Administration & Planning

Maintain and update event planning tools guest lists seating charts and timelines in coordination with the Manager of Special Events.
Prepare agendas take notes and distribute minutes for internal and committee meetings.
Track and process vendor contracts permits and invoices; coordinate with the internal finance team.
Support the development of the event safety plan in collaboration with internal stakeholders.

Communications & Invitations

Assist in the production of save-the-dates invitations and event collateral
Draft guest-facing correspondence (reminders confirmations follow-ups).
Pull guest lists and reports in coordination with Associate Director Donor Database and Development Operations

Fundraising & Donor Support

Assist with RSVP and pledge tracking
Coordinate gift acknowledgment processes.
Provide on-site donor service at events including guest check-in greeting and follow-up support.

Event Logistics

Support event material preparation (place cards signage paddle raise tools etc.).
Manage the Go Box program: maintain inventory coordinate check-in/check-out with staff across departments and ensure readiness for each event.
Provide on-site event support at all Conservancy special eventsincluding Trails Forever Dinner ribbon cuttings staff parties and Adventure Outingsassisting the Manager of Special Events with run-of-shows guest flow and vendor coordination.
Serve as secondary point of contact for vendors on small tasks and confirmations.

Membership Support

Create and maintain membership event pages in coordination with the Membership team.
Provide administrative and logistical support for membership events both on-site at parks and off-site at partner locations.
Assist with member communications and event follow-up as needed.

Administrative Support

Provide general administrative and operational support to the Special Events team including data management printing materials and preparing run-of-show tools.
Assist with on-site and off-site errands as needed for event setup and breakdown

Required Knowledge Skills and Abilities:

12 years of experience in event planning nonprofit development or related field (internships and volunteer experience considered).
Excellent organizational skills with strong attention to detail and deadlines.
Strong written and verbal communication skills.
Proficiency with Microsoft Office Asana and familiarity with CRM or event software (e.g. Raisers Edge Greater Giving Airtable) a plus.
Must be available to work some evenings weekends early mornings and holidays and occasionally outdoors or overnight.

Desired Knowledge Skills and Abilities:

Background in nonprofit events fundraising and high-end ticketed events desirable
Experience with Raisers Edge Airtable Greater Giving and/or similar event/fundraising software.
Experience with mailers email campaigns and social media marketing a plus.
Knowledge of and connection with Bay Area national parks desirable.
Demonstrated commitment to diversity equity inclusion and accessibility a plus.

Education and Licenses:

Bachelors degree from an accredited university or equivalent experience.
Valid drivers license and clean driving record.

Health and Safety:

It is the goal of the Parks Conservancy to create and maintain a safe and healthy workplace. We work to mitigate hazards and risks that may cause harm to employees consistent with state and federal laws. Employees play an active role in creating a safe and healthy workplace and are expected to comply with all applicable health and safety rules.

Physical Requirements & Work Environment:

Work may occur in indoor and outdoor settings and in inclement weather.
Must be able to lift and carry up to 50 lbs.
Ability to walk up to 3 miles and remain on feet for extended periods of time.

Pay Rate/Benefits: This is a full-time non-exempt position. The pay rate is $33.50 (grade 17). Benefits include medical dental and vision plans paid vacation time plus holidays personal days and sick days a retirement plan with 3% non-elective employer contribution Employee Assistance Program (EAP) employee discounts and more.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities duties and skills required of personnel so classified. All employees may be required to perform duties outside of their normal responsibilities from time to time as needed.

The Golden Gate National Parks Conservancy is an Equal Opportunity Employer. Recruitment placement and promotions are conducted without regard to an individuals race color religion sex national origin age physical handicap veteran status or sexual orientation or any other classification protected by Federal State and local laws &ordinances. We will consider qualified candidates with criminal history in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance. All qualified applicants are encouraged to apply.

Required Experience:

Special Events AssociateOrganization Description:Since 1981 the Golden Gate National Parks Conservancy (Parks Conservancy) has served as the nonprofit partner of the National Park Service collaborating with the Presidio Trust partners donors and the community to support the Golden Gate National Recr...