Special Events Associate

Type: Full Time Exempt
Offered by: Preservation Foundation of Palm Beach
311 Peruvian Avenue, Palm Beach, Florida 33480

Salary: Range of $50,000 – $55,000

Includes full benefits package of 20 PTO days, 14 paid Holidays, 4-day weeks in July and August, 403(b) matching, health and dental insurance

Position Reports To: Director of Advancement
Position Description: Special Events Associate

The Preservation Foundation of Palm Beach offers yearly programming and events to further our mission of protecting and celebrating the architectural, botanical and cultural heritage of the Town of Palm Beach. These offerings include but are not limited to lectures, workshops, exhibitions, award presentations, cocktail receptions and invitation-only dinners.

The Special Events Associate is the logistical point of contact for these programs and events working directly with the Director of Advancement and Director of Programming to facilitate the coordination of vendors, logistics, attendee registration and post-event reporting. This position is also responsible for overseeing private events held at Foundation-owned properties by working with interested parties for facility rentals to answer questions about logistics, policies and procedures, confirm booking details and maintain accurate records for these rentals. This position also provides membership and development support to assist with furthering the Foundation’s impact and fundraising goals.

Duties and Responsibilities:
• Coordinate logistics for Foundation programs and events including but not limited to obtaining vendor quotes, securing vendors, vendor communication, producing event timelines, scheduling staff meetings,
and overseeing set-up and breakdown
• Manage member and non-member registration (including set-up and staffing for check-in) for all programming and events
• Manage post-event reporting including but not limited to debrief meetings with staff as needed, recognition to key constituents, email follow-up and financial reporting where necessary
• Work with members and vendors to facilitate private events at Foundation properties
• Implement the Foundation’s marketing plan by overseeing the marketing calendar and email distribution as well as be the point of contact for all PR needs
• Respond to media inquiries and perform media outreach as needed to achieve placement in targeted publications
• Maintain program and event digital media including photos and videos
• Assist with mailings for membership solicitations, development, capital campaigns and special projects
• Perform additional duties and responsibilities as needed

Major Qualifications:
• 2 to 3 years’ experience in event planning and management required
• Bachelor’s Degree and non-profit experience preferred
• Excellent interpersonal, communication, and written skills; ability to effectively use technology in support of these skills
• Proficient in Microsoft Office Suite (Outlook, Word, Excel)
• Familiarity with DropBox and Zoom
• Experience working with Raiser’s Edge preferred
• Flexibility to work early mornings, late evenings, and occasional weekends as needed in accordance with the nature of programming and special events (working independently is required)
• Positive, “can-do” attitude, team-oriented, attention to detail, results driven and demonstrated initiative
• Motivated, self-starter, ability to work independently while coordinating with teammates
• Ability to lift boxes of up to twenty (20) pounds
• Valid driver’s license and reliable vehicle required

Application Process: Applicants should submit electronically a letter of interest, three professional references,
and supporting documents addressing the qualifications and responsibilities specified to Lauren Clyman,
Director of Advancement at lclyman@palmbeachpreservation.org. Please indicate “Special Events Associate
Recruitment” in the email-subject line. Please submit all applications by August 31, 2022.