Assistant Special Events Manager

ABOUT CASA PACIFICA

For 30 years, Casa Pacifica has been helping at-risk children, their families, and young adults thrive.

As the largest non-profit provider of children’s and adolescent mental health services in Ventura and Santa Barbara Counties, Casa Pacifica specializes in treating children and young adults who struggle with complex mental health challenges such as emotional dysregulation, self-harm, anxiety, and depression. Our multi-disciplinary staff of highly trained clinicians, psychologists, educators, therapists and mental health workers provide exceptional, evidence-based care to help our youth overcome a wide array of mental health challenges.

Casa Pacifica’s Camarillo, Goleta, and Santa Maria offices work with more than 2,000 at-risk children, families, and young adults annually in outpatient, residential, home, and community-based settings. Our main Camarillo campus, located on 25 acres of beautiful park-like grounds, provides a nurturing and therapeutic environment for youth to overcome challenges, to find hope, and to heal.

We are a diverse and inclusive team providing excellent services to all our surrounding communities. Our team members are empowered to share their identities, ideas, and perspectives. A culture built on diversity, equity and inclusivity is essential to creating a safe and healing environment at Casa Pacifica.

Wage band range $23.50-$36.00 hourly; however, starting pay is ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity. Schedule is Monday through Friday, 8:00am-4:30pm.

Summary:

The Assistant Special Events Manager works under the direction of the Special Events Manager to plan, coordinate, and execute Casa Pacifica’s fundraising events, Angels volunteer auxiliary activities/events, and community events benefiting Casa Pacifica Centers for Children & Families. This position provides hands-on coordination, execution and project support across all events while taking ownership of assigned event components and serving as a key partner to the Special Events Manager in delivering high-quality, revenue-generating events.

The Assistant Special Events Manager will lead assigned event functions, supervise volunteers on-site, help steward sponsor and vendor/exhibitor relationships, and step in to support or represent the Special Events Manager as needed. The position plays an important role in achieving the department’s budgetary and strategic goals.

The Assistant Special Events Manager demonstrates strong organizational skills, leadership, sound budget and vendor/exhibitor and volunteer management, and a successful track record of executing events, the role provides the experience and mentorship needed to advance.

The Assistant Special Events Manager upholds Casa Pacifica’s Standards of Behavior and exemplifies our core values: respect, integrity, compassion, and courage. 

DUTIES AND RESPONSIBILITIES:

Event Coordination & Execution

• Coordinate logistics and day-of execution for all fundraising and community events, including set-up, guest relations, vendor/exhibitor coordination, staffing, and problem-solving on-site.
• Provide planning and coordination support for all events, including but not limited to the Wine, Food & Brew Festival, Spotlight on Style Fashion Show, Care for Kids Golf Classic, Top Chef Yummie Dinner, children’s events, and various on-campus and community events throughout the year.
• Take ownership of assigned event components from planning through completion, ensuring deadlines and quality standards are met.
• Coordinate event-related mailings, promotional materials, auction and sponsorship mailings, and support accounting procedures for all fundraising events.
• Assist with the coordination of auction items and auction software (e.g., OneCause), including solicitation, tracking, and check-in/check-out.
• Assists with ticketing and registration for events, including platform set-up, data accuracy and attendee support.
• Creates post event reports, follow up communication, recognition and action steps.

Volunteer, Sponsor & Vendor Support

• Supervise and direct volunteers on-site during events, providing clear guidance and ensuring positions are filled and roles are understood.
• Support communication and collaboration with volunteers and assist as a liaison between the Angels Board/Auxiliary and the Development and Public Relations Department.
• Assist in maintaining relationships with key corporate sponsors, vendors, exhibitors, donors, and volunteers, and help coordinate donated goods and services for events.
• Review and help coordinate vendor logistics and contracts under the direction of the Special Events Manager.
• Supports volunteer management through recruitment, recognition and retainment.
• Works with Special Events Manager to create committee agendas, post meeting notes and follow up tasks.
• Produce appropriate donor acknowledgment and event materials.

Marketing, Communication & Administration

• Assist in creating event-related content for the website, marketing materials, press releases, e-blasts, and social media.
• Support project management to ensure timeliness of all event activities and deadlines.
• Assist in developing and monitoring event budgets, tracking expenses, and helping ensure events meet revenue and net-proceeds goals.
• Work closely with the Development Raiser’s Edge Specialist and Finance department to track and reconcile events accurately and in a timely manner.
• Coordinate post-event follow-up, including timely thank-you letters, gifts, and other correspondence, and help ensure recognition of board, donors, and volunteers.
• Provide administrative support to the Special Events Manager and represent or support the Manager at events and meetings as needed.
• Produce appropriate donor acknowledgment and event materials.

Community & Mission Engagement

• Attend community events where a Casa Pacifica representative is needed and give tours to community members who show interest in Casa Pacifica.
• Support partnerships with community groups conducting outside fundraising for the agency.
• Maintain confidentiality in a donor environment and use discretion in responding to inquiries.
• Facilitate smooth integration of Casa Pacifica’s best practices, standards, and guidelines.
• All other assignments as requested by the Special Events Manager or Director of  Development or Chief Development Officer.

QUALIFICATIONS REQUIRED:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience 

• Bachelor’s degree; or an equivalent combination of education, training, and relevant work experience from an accredited college or university.
• Minimum 2 years of fundraising experience, event coordination, or comparable experience required. Experience recruiting, motivating, and coaching volunteers in a fundraising environment strongly preferred.
• Demonstrated ability to coordinate multiple event components independently and contribute with minimal training.
• Attending evening and weekend meetings, events, and projects both on and off campus is required. Working weekends and evenings in preparation for the Casa Pacifica Angels Wine, Food & Brew Festival will also be required from the months of March through June.
• Strong interpersonal and communication skills to establish and maintain cooperative working relationships and interact diplomatically with donors, volunteers, staff, and vendors.
• Ability to work effectively under conditions of heavy workload, frequent interruptions, distractions, and tight deadlines.
• Creative, proactive, detail-oriented, and consistent, with a strong commitment to excellence, quality, timeliness, and efficiency.
• Problem-solving skills to arrive at solutions with minimal supervision.
• Strong time-management skills and a professional, courteous demeanor, with the ability to work collaboratively as part of a team.
• Ability to manage and direct volunteers at different levels of expertise with diplomacy.
• Excellent customer service skills with donors, vendors, exhibitors, visitors, callers, and volunteers.
• Strong knowledge of Microsoft Office applications (particularly Word and Excel); experience with Raiser’s Edge donor database and auction software such as OneCause preferred.
• Understanding of database management, gift processing, and donor relations preferred.
• Ability to learn WordPress for management of the Casa Pacifica Wine, Food & Brew Festival website.
• Familiarity with the Ventura County business community a plus.
• Working knowledge of social media marketing platforms preferred.

Other Skills and Abilities:

Strong interpersonal, written, and verbal communication skills and the ability to work with a range of people. Detail-oriented, excellent organizational skills, self-motivated, energetic, and flexible. Must have the ability to handle multiple projects and meet critical deadlines. Position requires the ability to be a team player with a commitment to relationship-building for the agency.

A valid California driver’s license is required. Any changes that occur on your driving record must be reported immediately to your supervisor and Human Resources.

Language Skills: Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, budgets, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, percentages, and ratios.  Ability to apply concepts of basic algebra.  Ability to design and maintain a budget.

Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions and deal with several abstract and concrete variables.

COMPETENCIES:

• Analytical and Critical Thinking
• Communication
• Ethics and Integrity
• Financial Management
• Leadership/Management
• Managing and Developing Employees
• Offers Solutions
• Planning and Organization Skills
• Teamwork and Relationships
• Technical Ability and Skills
• Time Management

PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to walk.  The employee frequently is required to stand; use hands to finger, handle, or feel objects, tools, or controls; and talk, hear and smell.  The employee is occasionally required to sit.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly works indoors.

WHAT WE OFFER 
Casa Pacifica strongly believes in providing our employees with a comprehensive and competitive total benefits package that will support them across the many needs that arise in life. In addition to the salary information listed above, employees within this position will also be eligible for the following:

• Comprehensive Benefits package,
• 401k auto enrollment at 3% with up to 5% fully vested employer matching contributions made after first year of service
• 9 paid holidays
• Medical, Dental & Vision Insurance options
• Flexible Spending and Dependent care programs
• Excellent Training opportunities – including opportunities for CEUs
• Education/Tuition Assistance programs
• Group Discount Pet Insurance
• Aflac Hospital, Critical Illness, Accidental & Dental supplemental plan options
• Employee Assistance Program (EAP)
• Free Confidential Crisis Line 24/7, 365 days a year
• 4 face-to-face or telephonic sessions per issue, i.e.,
  • Stress, Anxiety, Depression
  • Life transitions
  • Grief and Loss
  • Divorce
  • Conflict Resolution
  • Substance Abuse
  • Work-Life Counseling
  • Free Legal and Financial Consultations
  • Identity Theft Recovery Services

Casa Pacifica is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. All applicants will be given full consideration under state, local, and federal law.