Objective
We are seeking a highly organized, motivated, and experienced Event Planning and Administrative Associate to join our team. The key responsibilities of this position will be divided between supporting the Executive Director and supporting the planning and execution of our annual events. We are a small team and thus the right individual must be a team-oriented multitasker, prepared to assist in all tasks as they emerge. This position will report to the Executive Director and the Advancement Officer.
The mission of Trauma Recovery, EMDR Humanitarian Assistance Programs is to increase the capacity for effective treatment of psychological trauma in under-served communities anywhere in the world. That mission is reflected in hundreds of low-cost training workshops, disaster response efforts through local Trauma Recovery Networks, focused international projects to establish sustainable EMDR, and many more activities.
The Event Planning and Administrative Associate will be a key member of our team, working together to fulfill our mission.
Responsibilities
Support to Executive Director
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Conducts research, prepares reports, enters data into our system, and handles information requests from the Executive Director.
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Conserves executive's time by reading and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating communications.
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Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
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Opens and sorts organization’s mail, ensuring it arrives to the appropriate co-worker.
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Maintains office supply inventory, placing orders as needed.
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Attend, virtually or in-person, meetings with the Executive Director, and prepare meeting agendas, take minutes, and manage technology for presentations/meetings.
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Serve on and/or lead event planning activities for employees (holiday events, etc.)
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Other duties as assigned by the Executive Director.
Event Planning Support
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Support the planning and execution of our annual events, which currently include a conference, walkathon, and volunteer recognition event.
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Tasks will include compiling and tracking data, managing timelines, registration, sponsor outreach, exhibitor outreach, securing 3rd party vendors, securing in-kind donations, marketing and communications support, as well as other event related tasks.
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Manage and maintain relationships with event site representatives, vendors, sponsors, participants and other related contacts.
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Participate in regular meetings with relevant team members, to review event vision, requirements and action items.
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Travel may be required for out-of-state events.
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Occasional night and weekend hours required during events.
Required Skills and Qualifications
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College graduate or comparable work experience.
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Excellent computer skills; experience with Microsoft Office Suite, Zoom or Teams, Constant Contacts or similar email marketing program.
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1+ years of experience with event planning and management.
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Excellent communication and organizational skills.
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Excellent customer service.
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Experience utilizing a CRM platform, ideally Salesforce.
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Ability to problem solve and multi-task.
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Ability to work independently and/or as a team.
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Demonstrated ability to work in a remote environment.
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Experience at a nonprofit organization and in the mental health field highly valued.
Eligible candidates must be located in Connecticut and willing and able to work a hybrid schedule.
Benefits include:
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Paid health insurance.
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Paid vacation (15 days in first year), 10 sick days and 4 personal days.
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Paid Holidays to include New Year’s Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving (Thursday and Friday), Christmas Day and a floating holiday.
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Voluntary participation in 403b retirement program.
Salary range: $45,000 - $55,000
Interested candidates should submit a resume and cover letter to Sally Parmelee, Advancement Officer via email sparmelee@emdrhap.org, using the subject title: “Event Planning and Administrative Associate Search.” Review of applications, nominations, and expressions of interest will begin immediately and continue on a confidential basis until an appointment is made. We are looking to fill this position by June 30th.
