Gala Assistant (Work Study)

Nature of Organization

The Auction/Gala Intern supports El Centro de la Raza’s annual Building the Beloved Community Gala, one of our largest fundraising events that brings together community members, donors, partners, and advocates to celebrate and sustain our mission. This internship provides a meaningful opportunity to learn about nonprofit fundraising, event planning, community outreach, donor engagement, and cross department collaboration. Interns will gain valuable skills while contributing to a high impact event that uplifts and strengthens our programs

Duties & Responsibilities

Primary Responsibilities 1. Data, Tracking, and Spreadsheet Management The intern will work closely with the Development Team to ensure all auction and gala related information is organized, accurate, and up to date. This includes: • Managing multiple tracking spreadsheets for outreach, donor history, solicitation status, and item inventory. • Entering new donor information and updating existing records. • Organizing contact lists and categorizing businesses by location, industry type, and prior involvement. • Maintaining and updating the auction item database, including descriptions, values, donor information, and package placement. This work is essential for ensuring a smooth solicitation process, accurate reporting, and proper donor stewardship. 2. Outreach to Returning Donors A major portion of the internship involves communication with businesses that have supported the gala in past years. Tasks include: • Sending solicitation emails to past donors. • Making follow-up phone calls to confirm participation or answer questions. • Writing friendly “thank you” emails to acknowledge commitments. • Keeping detailed records of responses, conversations, and donation confirmations. • Ensuring all communication is respectful, timely, and aligned with El Centro’s mission and values. This outreach helps nurture long-term relationships and ensures continuity of support from community partners. 3. Prospecting New Donors and Supporters Interns will also help expand our network of auction donors by identifying new businesses that align with our mission. Responsibilities include: • Researching potential donors locally, regionally, and nationally. • Identifying businesses that share similar values, such as social justice, equity, sustainability, community empowerment, or cultural celebration. • Preparing personalized outreach efforts tailored to each business type (e.g., retail, restaurants, experiences, cultural institutions). • Logging all prospecting efforts and tracking potential leads. This work helps diversify and strengthen the auction catalog while expanding community partnerships. 4. Auction Closet Organization & Physical Item Management Hands-on tasks are an important part of preparing for the gala. Interns will: • Organize the physical auction closet, ensuring items are sorted, labeled, and stored properly. • Track received items as they come in and match them to corresponding donor records. • Assist in assembling auction packages (e.g., themed baskets, experience bundles). • Help prepare materials for photography or display. • Support the cataloging process by ensuring each item has accurate descriptions and values. This ensures a professional and visually appealing auction presentation. 5. Event Preparation and On-Site Support As the gala approaches, the intern may be involved in several event-related tasks, including: • Helping prepare bid sheets, display signage, guest packets, and silent auction materials. • Assembling volunteer kits and organizing supplies for the event day. • Assisting in staging the auction area to ensure smooth flow and appealing layout. • Participating in event-day setup and offering support during the gala (optional but encouraged). This provides interns with a comprehensive understanding of event logistics from planning to execution.

Educational Benefits

Professional Skills and Experience Gained Throughout the internship, participants will have the opportunity to develop: • Donor stewardship and communication skills • Customer service and relationship-building • Professional email writing and phone communication • Nonprofit fundraising and development experience • Event planning and project management • Research and outreach skills • Database and spreadsheet proficiency • An understanding of culturally responsive community work Interns will also learn how fundraising supports El Centro de la Raza’s 43 programs and long-term impact.

Minimum Qualifications

The Auction/Gala Intern will gain hands-on experience in an office setting and be able to apply their multi-tasking skills while maintaining a highly organized system for several large projects ultimately leading to the largest fundraiser of the year at El Centro de la Raza. The intern will also gain insight into the structure of a non-profit development department and be an integral part of the planning and success of our Gala. During this process, the intern will learn how a successful auction fundraiser is planned and executed.

Salary : $21 - $23