Operations and Events Associate

Job Description: Events and Operations Associate, FIDF Western Region

JOB BRIEF: The Operations & Events Associate for the FIDF Western Region will support the planning, coordination, and execution of fundraising and donor engagement events across the Western Region. The Associate will play a key role in ensuring events are organized, well-executed, and aligned with FIDF’s mission and goals.

In addition to event support, this position will assist with the day-to-day administrative and operational needs of the Western Region, helping to maintain efficient systems, processes, communications, and logistics across the team.

This position is an integral part of the Western Region and reports to the Senior Director of the Western Region, working closely with the Events and Operations team, chapter staff, and National Office.

ROLE OBJECTIVES + KEY RESPONSIBILITIES:

· Event Coordination

o Support the planning and execution of FIDF fundraising events, including parlor meetings, large-scale donor events, galas, and other chapter and regional activities.

o Maintain event checklists, task lists, and production schedules to ensure deliverables are completed on time.

o Assist with the development and maintenance of event planning documents, including run-of-show documents, production schedules, floor plans, guest lists, seating plans, and event briefs.

o Help coordinate meetings and planning calls, prepare agendas and materials, and track follow-up items.

o Ensure event details are accurately communicated to all relevant stakeholders.

· Event Logistics & Vendor Coordination

o Assist with venue coordination, including site visits, room layouts, event specifications, load-in/load-out schedules, and day-of logistics.

o Coordinate with caterers, rental companies, audiovisual teams, décor vendors, photographers, entertainment, transportation providers, printers, and other event partners.

o Assist with obtaining quotes, tracking contracts and deliverables, and maintaining vendor information.

o Support vendor communication before, during, and after events to ensure expectations are clearly understood and met.

o Serve as a key point of contact for assigned vendors, volunteers, and internal staff during events.

· Guest Management & Registration

o Support guest registration and RSVP processes, including tracking registrations, cancellations, changes, and special requests.

o Assist with preparation and maintenance of guest lists, seating assignments, place cards, nametags, and registration materials.

o Ensure accurate and timely post-event guest and attendance information is recorded.

· Event Execution & On-Site Support

o Provide hands-on operational support during events, including registration, room setup, vendor coordination, backstage or program support, guest needs, and event transitions.

o Help ensure event spaces are set according to approved floor plans, schedules, and specifications.

o Assist with troubleshooting unexpected issues and adapting to changing circumstances during event execution.

o Support event leadership with real-time updates and operational needs throughout the event.

o Participate in event load-in, setup, execution, and breakdown as required.

o Support event breakdown and reconciliation of event materials and supplies.

· Operations & Administration

o Support the day-to-day administrative operations of the Western Region office.

o Maintain organized files, records, calendars, contact lists, and operational documents.

o Assist with invoices, purchase orders, expense tracking, and other administrative and financial processes.

o Help coordinate office supplies, technology, shipping, mailings, and other operational needs.

SKILLS AND QUALIFICATIONS:

· Experience:

o Minimum of 2-4 years of experience in event planning, operations, or a similar role, preferably within a nonprofit organization.

· Skills:

o Exceptional organizational skills and attention to detail.

o Strong project coordination and time-management abilities.

o Excellent written and verbal communication skills.

o Ability to manage multiple priorities and deadlines in a fast-paced environment.

o Strong follow-through and ability to anticipate needs.

· Other Requirements:

o Regional and local travel is required as needed.

o This role is integral to the success of FIDF Western Region’s operations and development activities. If you are a proactive and detail-oriented professional with a passion for supporting executive leadership and fostering collaboration, we encourage you to apply.