What are the responsibilities and job description for the Events Assistant position at Tim Tebow Foundation?
Reporting Relationship: This position will report to the Events Manager.
Purpose: We are seeking a highly organized and detail-oriented Event Assistant to support the planning and execution of high-impact events. This role is essential in ensuring every detail is accounted for including coordinating with vendors, managing guest data, developing thoughtful donor touchpoints , and supporting creative execution. The ideal candidate is a team player with strong communication skills, excellent attention to detail, and the ability to manage multiple tasks simultaneously in a fast-paced environment.
Responsibilities
Purpose: We are seeking a highly organized and detail-oriented Event Assistant to support the planning and execution of high-impact events. This role is essential in ensuring every detail is accounted for including coordinating with vendors, managing guest data, developing thoughtful donor touchpoints , and supporting creative execution. The ideal candidate is a team player with strong communication skills, excellent attention to detail, and the ability to manage multiple tasks simultaneously in a fast-paced environment.
Responsibilities
- Assist in creating detailed event itineraries for celebrities and donors attending fundraising events.
- Coordinate logistics with vendors, venues, and suppliers to ensure seamless event execution.
- Support team members in tracking deadlines, deliverables, and logistics timelines
- Brainstorm and source creative and personalized gift ideas for event donors and VIPs.
- Assist in packaging and delivery logistics for donor gifts before or after events.
- Ensure gifting aligns with the overall event theme and donor stewardship goals.
- Work with the Tebow Group to coordinate event branding, signage, and collateral materials (e.g., programs, menus, sponsorship signage).
- Gather content, review proofs, and ensure timely delivery of all creative assets.
- Assist in tracking RSVPs, dietary needs, seating assignments, and attendee communications using event platforms or CRM tools.
- Reconcile guest data pre and post-event and provide accurate attendance reports for internal tracking and follow-up.
- 2 years of experience in event planning, project coordination, or administrative support (preferably in a fundraising or nonprofit setting).
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills.
- Proficient in Microsoft Office Suite and familiarity with event management platforms (e.g., Eventbrite, Cvent, GiveSmart, etc.).
- Ability to work independently while collaborating effectively with internal teams and external partners.
- Experience working with design teams or creative agencies.
- Familiarity with donor management systems (e.g., Classy).
- Eye for design and aesthetics; ability to ensure polished event presentation.
- Comfortable working in a deadline-driven, detail-focused environment.