amfAR, The Foundation for AIDS Research

TITLE: Associate, Special Events

DEPARTMENT: Special Events




Supports Director, Associate Director, and Managers on specified amfAR events and works independently, with Producers and Consultants on events.


Working with the Director, Manager, Producer, and consultants, serves as a primary contact for assigned events. Establishes internal timelines and deadlines ensuring Managers, Producer and Consultant adhere to schedules.

Works independently on assigned events to facilitate needs of Manager, Producer and consultants. Updating the Director as needed.

Serves as direct liaison on assigned events with the Producer, consultants and outside vendors ensuring all are informed and updated accordingly.

Assists with ticket/table inquiries and sales. Maintains guests list and seating requests. Works with management compiles and executes event seating.

Monitors events revenue and expenses. Works with manager on event income reconciliation.

Attends events and is fully responsible for on-site management of assigned duties.
Assignments to include:

  • oversight and management of event auction/auction items, drafting text and production of catalogue, shipping of items and coordination of deliveries to donors post event, closeout of all items
  • manage on-site seating including: guest lists, printing and compiling of escort and placecards, venue set-up of registration and ensure proper placement of tables and table counts, manage check-in ensuring all event assistants/volunteers are trained on check-in procedures,
  • assist with on-site venue set-up ensuring all vendors are adhering to timelines and approved floorplans.
  • oversight of event volunteers, staff and temporary/contract event workers

Manages multiple relationships with donors, external vendors, consultants and management ensuring expectations and goals are met to produce successful outcomes for all parties.

Provides oversight to the coordinator on administrative tasks, as needed in Directors absence. e.g., trains and oversees the coordinator ensuring adherence to department and Foundation procedures and protocols including but not limited to: production and delivery of invitations/mailings, pledge payments and all printed materials

Manages inventory at the offsite office and venue ensuring timely delivery and set-up as well as post event break-down and return of inventory.

Serves as liaison to General Counsel and oversees timely contract review process.

Accounting liaison ensuring smooth and timely processing of income and payments.

Provides current information on event status to Director and Managers

Responsible for ensuring Special Events department’s needs are met and fulfilled by Facilities and Services, including archiving, storage, inventory, shipping and mailing and logistical needs.

Four year college degree required. Working knowledge of fundraising principles and practices required, 1 – 2 years’ experience in special events required. Excellent communication-verbal, written, organizational, and interpersonal-skills required. Good computer skills with knowledge of business applications and donor database systems. Must be proficient in Word and Excel. Able to travel and maintain extended work hours.

Interested applicants should forward their resume, cover letter and salary requirements to:

We are an Equal Opportunity Employer.

No agencies please.