Assistant Gala Coordinator

We are celebrating our 10th year with our constituents November 1, 2025! We will need help as our day to day responsibilities to the birds have not changed. That gives us an opportunity to work together on a project.

One or more of the things you may be asked to do:

• Assist the Gala Lead in creating a detailed plan for the gala, including timeline, task assignments, and budget.
• Coordinate venue catering, entertainment, and other logistics.
• Oversee the setup, execution, and teardown of the event.

• Work with the Executive Director to identify potential sponsors and donors (already underway).
• Develop and execute a fundraising strategy tailored to the Gala, including ticket sales, silent auctions, and donations.
• Manage relationships with sponsors, ensuring they receive the agreed-upon benefits and recognition.

• Assist with recruiting, training, and coordinating volunteers for the Gala.
• Work with the Gala Lead to schedule volunteer shifts, oversee their activities during the event and ensure volunteers are adequately supported throughout the event..

• Liaise with vendors, including caterers, decorators, and AV technicians, to ensure all event needs are met.

• Assist to coordinate with Marketing guest invitations, manage RSVPs, and follow-up communications.

• Provide on-the-ground support during the gala to ensure smooth execution.

• Develop and manage the Gala budget in coordination with the Executive Director.
• Track expenses and ensure the event stays within budget.

Position requirements:

• Currently pursuing or recently completed a degree in Event Management, Marketing, Non-Profit Management, or a related field.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Experience in organizing large events is a plus.
• Passion for animal welfare and community engagement.

Time Commitment

• Duration: until Nov 1st.
• Hours: Flexible schedule, with an expected commitment of 2-4 hours per week, including availability on weekends leading up to the event.

Volunteer benefits: