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Own end-to-end logistics and project management for a growing portfolio of donor cultivation and stewardship events, ranging from intimate major donor gatherings to larger-scale signature experiences.
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Oversee brand presence and messaging integration across all event touchpoints, including physical/digital signage, speaking talking points, run-of-show (ROS) flow, and dedicated event web pages.
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Manage vendor relationships, venue coordination, catering, AV, and other logistics from contracting through final invoicing and post-event close.
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Develop and maintain meticulous run-of-show documents, production schedules, master event timelines, and budget trackers.
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Coordinate RSVP tracking, guest communications, and attendee management, while collaborating with internal creative teams to manage physical materials including signage, printed collateral, and name tags.
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Serve as the primary day-of point of contact for vendors, venues, and on-site logistics to ensure flawless execution.
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Partner with the Director of Supporter Experience to keep overarching strategy and ground-level logistics in tight alignment throughout the planning process.
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Lead executive and VIP support and preparedness, equipping board members, executives, and high-level stakeholders with necessary briefings, materials, and logistics when serving as speakers, hosts, or inviters.
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Develop and scale turnkey, decentralized event models and provide physical or digital materials that empower regional donors, volunteers, and supporters to authentically champion the Trevor brand at local gatherings.
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Coordinate cross-functional event needs and project manage logistics for all internal revenue channel groups, taking on the heavy operational lifting so fundraisers are fully enabled to focus on direct fundraising.
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Lead the logistical activation for key campaign moments and national awareness events, including Pride Month, Mental Health Awareness Month, National Suicide Prevention Month, and Trevor’s Birthday.
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Serve as the primary logistics, supporting the Director of Supporter Experience, on all major cross-organizational strategic engagements, conferences, panels, tabling opportunities, and group activities across the organization.
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Coordinate engagement across the advancement department anytime a member of the Board or executive staff participates in key events or speaking roles, facilitating internal data research, wealth screening, and event planning in close conjunction with development operations and revenue channel leaders.
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Drive non-event-related supporter experience and virtual engagement initiatives, serving as a strategic partner on key webinars, resource distribution, and digital connecting materials to deepen donor relationships outside of traditional events.
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Implement comprehensive post-event stewardship plans and intentional donor journeys in partnership with the Director of Supporter Experience to round out the supporter life cycle.
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Assist with post-event follow-up, including tracking action items, coordinating thank-you workflows, and documenting strategic outcomes.
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Manage event-related data rigorously in Salesforce, including RSVP tracking, event outcomes, historical engagement records, and donor touchpoints.
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Utilize Asana and Google Workspace to maintain transparent event timelines, task assignments, and cross-team visibility.
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Demonstrate strong professional judgment and the ability to manage up effectively — proactively communicating updates, flagging risks early, and knowing when to escalate to the Director of Supporter Experience versus when to move forward independently.
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Handle sensitive, highly confidential donor information and wealth screening data with the utmost discretion and integrity.
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Demonstrate a deep, ongoing commitment to fostering and maintaining an environment of belonging, equity, and inclusion for all staff, volunteers, and supporters.
