At a Glance
- Tasks: Help coordinate and deliver exciting special events while managing guest experiences.
- Company: Join a passionate charity dedicated to supporting vulnerable adults.
- Benefits: Gain valuable experience in event management and fundraising within a supportive team.
- Other info: Opportunity for personal growth and to work with a dynamic team.
- Why this job: Make a real difference by creating memorable events that support a great cause.
- Qualifications: Experience in event support, strong communication skills, and a creative mindset.
Main duties
Before applying for this role, please read the following information about this opportunity found below.
Special Events:
- Supporting the co-ordination and delivery of our special events programme.
- Manage the core elements of special events delivery such as the co-ordination of auction prizes, guest lists, guest requirements, admin and communications.
- Source ‘money can’t buy’ silent auctions items and raffle prizes and act as the main point of contact with the auction company.
- Support with ticket and tables sales for all special events.
- Deliver high quality supporter care and exemplary stewardship to special event guests.
- Work closely with the Marketing and Communications team to produce event materials including event programmes.
- Ownership of planning and delivery of our Christmas Carol Service with the support of the Head of Supporter Engagement.
- Support the Philanthropy Officer with the organisation of our annual cultivation event.
- Support the Head of Supporter Engagement to identify opportunities for income growth from special events with a view to developing a new Special event within the portfolio to attract new supporters/audiences.
- Support with stewardship and delivery of our signature challenge event.
- Monitor special events within the sector, looking for emerging trends and sharing insights with the wider team.
- Support the Challenge Event Manager as needed.
- Ability to work evenings and provide on-the-day event support.
- Maintain efficient data and administrative processes for special events, including income tracking and guestlist management on the database.
- Be an ambassador at events, supporting the delivery of The Passage’s vision and ensuring that the charity’s profile and reputation are enhanced.
- Ensure that appropriate and compliant risk assessment, health and safety procedures, protocols and policies are implemented for all special events.
Budgets and Finance:
- Support the Head of Supporter Engagement in tracking and recording income and expenditure for events and ensuring they are delivered within agreed budgets.
General responsibilities
- In conjunction with your Line Manager to continuously develop the role to ensure that all tasks are being undertaken in an effective and appropriate manner which meets the strategic aims and objectives of The Passage.
- To participate in internal/external meetings as required, and attend training events, conferences and other functions, as necessary.
- To participate in regular supervision and annual appraisal and help in identifying your own job-related development and training needs.
- To ensure that all The Passage policies and procedures are being adhered to.
- To contribute to the effective implementation of The Passage’s Diversity and Equality Policy as it affects both The Passage and its work with vulnerable adults.
- To at all times undertake your role in a professional manner maintaining a high-quality standard of work, and to always work in accordance with the aims, values and ethos of The Passage.
- Undertake any other duties that may be required which are commensurate with the role.
Desired experience
- E1 - Experience of supporting or delivering special events.
- E2 - Experience of recruiting new fundraisers and providing excellent stewardship.
- E3 - Creative thinker with the ability to take the lead, initiative and problem solve.
- E4 - Experience of managing external suppliers.
- E5 - Understanding of how to use insight, data and market trends to identify opportunities and make recommendations.
- E6 - Experience of tracking income and expenditure targets.
- E7 - Strong interpersonal skills with the ability to liaise with people at all levels, over the telephone, email and face-to-face.
- E8 - A track record of generating and building strong, lasting relationships with supporters.
- E9 - Competent in the use of online databases such as Salesforce.
- E10 - Competent in the use of mailing platforms e.g. Dot Digital and design sites e.g. Canva.
- E11 - Working in the charity sector.
Desired knowledge
- K1 - Special events, fundraising and trends.
- K2 - Ability to work under pressure, keeping calm and thinking clearly.
- K3 - Digital fundraising and online fundraising platforms.
- K4 - Excellent organisation & time management skills.
- K5 - Strong organisational skills with the ability to manage and take responsibility for your own workload, handle multiple priorities and to work independently.
- K6 - GDPR and all relevant fundraising regulations.
- K7 - Shared passion for the work and values of The Passage.
Special Events Officer employer: The Passage
The Passage is an exceptional employer, offering a vibrant work culture that prioritises community engagement and personal growth. As a Special Events Officer, you will have the opportunity to contribute to meaningful fundraising initiatives while enjoying a supportive environment that fosters creativity and collaboration. With a commitment to professional development and a focus on diversity and equality, The Passage ensures that every team member can thrive in their role and make a real difference in the lives of vulnerable adults.
StudySmarter Expert Advice🤫
We think this is how you could land Special Events Officer
✨Tip Number 1
Network like a pro! Attend events related to special events and fundraising, and don’t be shy about introducing yourself. We all know that who you know can sometimes be just as important as what you know.
✨Tip Number 2
Show off your skills! If you’ve got experience in managing events or fundraising, make sure to highlight that in conversations. We want to see how you can bring your unique flair to the role!
✨Tip Number 3
Be proactive! Reach out to organisations you admire and express your interest in their events. We love seeing candidates who take the initiative and show genuine enthusiasm for what we do.
✨Tip Number 4
Apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, it shows you’re serious about joining our team and making a difference.
We think you need these skills to ace Special Events Officer
Some tips for your application 🫡
Read the Job Description Carefully:Before you start writing, take a good look at the job description. Make sure you understand what we're looking for in a Special Events Officer and how your skills match up. This will help you tailor your application to show us you're the perfect fit!
Show Off Your Experience:When you're writing your supporting statement, don't hold back! Highlight your experience with special events, fundraising, and any creative projects you've led. We want to see how you've made an impact in previous roles, so give us the juicy details!
Be Personable and Professional:Remember, we’re looking for someone who can build strong relationships with supporters. Use a friendly tone in your application, but keep it professional. Show us your personality while demonstrating your commitment to our mission and values.
Apply Through Our Website:We encourage you to submit your application through our website. It’s the easiest way for us to keep track of your application and ensures you don’t miss any important steps. Plus, it shows us you’re keen to be part of our team!
How to prepare for a job interview at The Passage
✨Know Your Events Inside Out
Before the interview, dive deep into the special events that the organisation has hosted in the past. Familiarise yourself with their themes, successes, and any challenges they faced. This will not only show your genuine interest but also allow you to discuss how you can contribute to future events.
✨Showcase Your Creative Problem-Solving Skills
Be prepared to share specific examples of how you've creatively solved problems in past events or projects. Whether it was sourcing unique auction items or managing guest lists under tight deadlines, demonstrating your ability to think on your feet will impress the interviewers.
✨Highlight Your Interpersonal Skills
As a Special Events Officer, you'll be liaising with various stakeholders. Use the interview to showcase your strong interpersonal skills. Share anecdotes that illustrate your ability to build relationships with supporters, manage external suppliers, and work collaboratively with teams.
✨Understand the Financial Side
Brush up on your knowledge of budgeting and financial tracking related to events. Be ready to discuss how you've managed income and expenditure in previous roles. This will demonstrate your capability to support the Head of Supporter Engagement effectively and ensure events are delivered within budget.
