Job Description

PEN America, a nonprofit organization working at the intersection of literature and human rights, seeks a highly organized and energetic special events assistant to join the development team. This role is core to PEN America’s two major fundraising initiatives: the annual PEN America Galas (New York and Los Angeles) and Authors’ Evenings, as well as supporting cultivation events and other donor related activities throughout the year. The ideal candidate is a self-starter, highly organized with high attention to detail, and has an interest in working in the special events field. This is a full-time position based at PEN America’s New York City headquarters and reports to the director of Special Events.

The special events assistant’s primary duties include assisting with the planning and execution of all fundraising and cultivation events, correspondence and processing acknowledgment letters related to the events, and with the development assistant, reconciling donations and coordinating efforts with the finance department. The special events assistant will also serve as a backup to the development assistant in daily batching and other needs as necessary. Professionalism, confidentiality, and discretion are fundamental to this role.

The special events assistant will have the opportunity to make a critical difference in an organization that engages with leading literary figures and tackles the most critical issues facing free expression in the US and abroad. The successful candidate will have exposure to every aspect of nonprofit fundraising, with significant opportunities to develop a portfolio of skills in development and special events and to gain increased responsibilities and advancement over time.

In alignment with PEN America’s current policy, all applicants should be available to report to the office at least three days per week. This policy is subject to change.

RESPONSIBILITIES:

• Assist event leads on tracking attendee responses, donations, journal ad submissions, and other administrative tasks related to the event as needed
  Create events in Raiser’s Edge and and update donor records 
  Manage Donorbox/Every Action forms for current and past events

• Assist with processing donations as needed
  Assist with the creation and execution of all event materials including save the dates, invitations, and sponsorship forms, as well as create Canva graphics and upload images to WordPress as needed
  Update event pages on website
  Draft communications to gala co-chairs, gala committee members, and supporters
  Assist with organizing gala co-chair and committee meetings
  Draft meeting agendas and take notes
  Send mail merge communications as needed
  Manage and prepare mailing lists for printer and digital mailings
  Manage event timelines
  Assist with travel needs for honorees and special guests
  Assist with financial reconciliation of events with event leads and finance department

All PEN America staff are considered to be stakeholders in the development of our shared organization. As such, staff play a role in varied activities within the workplace as part of their job responsibilities. These may include committees or task forces to work on office issues, diversity and inclusion, strategy projects, training or other initiatives.

QUALIFICATIONS:

• At least one year of special events experience in a nonprofit or equivalent experience
  Strong ability to communicate in writing in a range of forms and contexts
  Ability to handle relationships with stakeholders with tact and maturity
  Ambitious work ethic and ability to work both autonomously and as part of departmental or cross-departmental team
  Exceptional organizational skills and the ability to prioritize multiple tasks, with keen attention to detail
  Exemplary capacity to maintain confidentiality and discretion
  Raiser’s Edge experience a plus
  Commitment to PEN America’s mission, centered on the celebration and defense of free expression for all. Willingness to defend the right to engage in speech that may be offensive and discomfiting and that reflects a wide range of political opinions and ideologies. PEN America promotes open and respectful dialogue across difference, and we work to allow a diversity of perspectives to flourish.
  Commitment to PEN America’s advocacy and support for writers, artists and their allies around the world, without regard to the ideology or actions of their country's government

Salary and Benefits: PEN America offers competitive compensation and full benefits. The salary range for this position is $45k-50k, commensurate with experience. Candidates whose expectations are outside this range are welcome to apply, as PEN America is open to considering talented individuals at varying stages of their careers. PEN America's benefits package includes medical, dental, and vision health insurance, paid time off, 10 paid holidays, pre-tax commuter benefits and a 403b retirement plan. 

TO APPLY:

Please submit a cover letter, resume, and unedited writing sample to jobs@pen.org . Use “Special Events Assistant” and your name as the subject of your email (for example, “Special Events Assistant – Jane Doe”). Only complete applications will be reviewed, and only shortlisted candidates will be contacted.

PEN America is an equal opportunity employer that does not discriminate in its hiring practices, and in order to build the strongest possible workforce, actively seeks a diverse applicant pool.

No phone calls, please.

ABOUT PEN AMERICA:

PEN America stands at the intersection of literature and human rights to protect free expression in the United States and worldwide. We champion the freedom to write, recognizing the power of the word to transform the world. Our mission is to unite writers and their allies to celebrate creative expression and defend the liberties that make it possible.

Job Tags

Holiday work, Full time, Worldwide, Afternoon shift, 3 days per week,

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