The Event & Fundraising Manager (EFM) is a highly visible role in a small organization and requires a creative and detail-oriented person to execute a wide variety of events, ranging in size from 20 – 1,400 people, focused on raising funds for AWW beneficiaries. The EFM will simultaneously be tasked with producing engaging, large-scale events within budget constraints while creating opportunities (eg. Silent Auction, Games, Raffles, etc) for maximum fundraising and fulfillment of auction lots.
The ideal candidate will have a positive attitude, exceptional communication skills, have great attention to detail and the ability to complete their workload in a timely manner. Additionally, the candidate will be able to manage multiple tasks through the implementation of organized, clean and efficient processes. They are responsible for working collaboratively with all Auction of Washington Wines staff and year-round contractors as needed.
The EFM serves as the lead on all events with shared responsibility with the Executive Director (ED) for the Gala. This role is responsible for managing one Event Coordinator.
The EFM is the event production and fundraising lead on AWW events throughout the year, including but not limited to: Spring Winemaker Dinners, Wine & Music Festival (Tri-Cities area), Industry Kick-Off Party, Winemaker Picnic and Barrel Auction, and August Winemaker Dinners. The EFM will work in collaboration with the ED, Event Coordinator, and vendor staff (eg. Culinary & Facility Directors, Procurement Lead) to ensure budgets are adhered to, fundraising goals are achieved, and fulfillment of auction lots happen in a timely and seamless manner.
• Serve as primary contact for all contractors, vendors and wineries
• Ensure proper permitting, insurance and licenses for all events
• Procure wine/wineries for all wine tastings and games
• Procure food for small events, work closely with Culinary Director for larger events
• Manage logistics with venues for all events, including hotels for weekend packages
• Create and manage budget and hit expense and income goals as outlined
• Procure wine for Picnic Barrel Auction in coordination with the Director of the Private Barrel Auction and Industry Co-Chairs
• Manage all donation certificates/letters for wine lots and other live lots
• Procure silent auction, ring toss, balloon pop, wine pull and any additional and non-wine related auction items through organized procurement efforts and serve as lead for displaying them at events
• Manage signage creation and placement at events
• Work with Seattle Children’s Hospital and WSU event leads to coordinator their support of logistics and operations at the events
• Assist in coordinating vendor move-in alongside Facilities and Culinary Coordinators
• Collaborate with Director of Marketing about events in order to drive attendance, tickets sales, and provide information for guests.
• Serve as general point person with culinary director, décor and production manager, stage management and show production staff, sommeliers, beneficiaries and volunteers to ensure smooth event flow .
• Ensure payment for all vendors who require payment on-site.
• Help facilitate check-in and guest registration.
• Oversee clean-up of event spaces.
• Assist in coordinating vendor move-out alongside Facilities and Culinary Coordinators.
• Oversee shipping and storage of all event items.
• Oversee wine management system - Keep accurate inventory reports on wine and general warehouse storage.
• Oversee silent auction, wine, and live auction lot fulfillment after events.
• Oversee post event recognition for wineries and other organizations who donated.
Additional responsibilities as required.
AREAS OF RESPONSIBILITY
• Establish good working relationship with other team members.
• Foster positive communications and relationships with Board Members, patrons, clients, vendors and sponsors.
• Keep up to date on industry trends and developments.
• Adhere to company policies and procedures.
• Actively participate in meetings as requested.
• Five or more years of employment in an Event Planning, Fundraising or Project Management role.
• Non-profit and/or wine industry experience a plus.
• Excellent verbal and written communication skills and professional demeanor to deal with a wide variety of people at all levels.
• Strong knowledge and understanding of Microsoft Office Suite.
• Prior experience in a fast-paced environment where flexibility, prioritization and diplomacy are necessary.
• Proven track record in maintaining composure and focus in a busy office setting with frequent interruptions (phone calls, walk-in traffic) and medium to low noise levels.
• Ability to demonstrate excellent customer service always; to work independently and make sound decisions; to manage multiple priorities and prioritize; to maintain confidentiality; and to show respect through proper communication with peers and supervisors.
• Must be a self-starter, yet willing to ask for help and guidance and seek constructive feedback.
• Attention to detail is imperative.
• Must be of legal drinking age as of date of hire.
• Ability to work in a constant state of alertness and in a safe manner.
• Frequent standing, walking and sitting.
• Must be able to lift a case of wine, approximately 40 pounds
• Able to work regular standard and non-standard business hours and occasional nights and weekends when necessary.
• Must be able to work at computer or desk area for extended periods of time.
• Must be able to use a computer
Please submit your resume and cover letter to
Laura Kleinhofs at firstname.lastname@example.org.
No phone calls, please.
1201 Western Avenue, Ste. 450
Seattle, WA 98101
The Auction of Washington Wines is committed to supporting the growth and awareness of the Washington state wine industry through a series of celebrated events.