Posted: August 12, 2019 || Deadline for applications: September 3, 2019

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Classic Wines Auction

Office and Event Assistant

 

The Classic Wines Auction (CWA) is a 501(c)(3) nonprofit organization dedicated to producing the Classic Wines Auction and related events which raise funds for local nonprofits benefiting children and families.  CWA is one of the largest philanthropic wine auctions in the country and one of Oregon’s premier events, raising almost $50 Million over the past 35 years.

 

Position Overview: CWA is looking for a dependable, personable and detail-oriented individual to assist with general office tasks and special events.

 

PRIMARY RESPONSIBILITIES:

 

Administrative Support

• Be the first point of contact for all “walk-up” business (deliveries, donors, inquiries, etc.)

• Answer phones and effectively route calls; take detailed messages; check general voicemail.

• Assist Executive Director with scheduling meetings and general administrative tasks as assigned; maintain email account.

• Receive deliveries, process mail, run errands, etc.

• Order office supplies and maintain inventory.

• Assist with copying, filing, bulk-mailing and other clerical tasks as needed. 

• Assist with Board materials and draft meeting minutes, including creation of graphs + reports.

 

Auction/Event Support

• Database Maintenance: Add contacts, potential donors and sponsors, as needed; maintain accurate addresses, update/research returned mail. Enter website form submissions.

• Email Communication: Regular communication with Board of Directors, nonprofit partners, donors and vendors.

• Auction Items: Process donated auction items. Follow up with donor about specifics (exclusions, expiration, values, certificate, etc.). Send thank you letters. Research wine and package values for accuracy. Verify information in preparation of the catalog. Create package certificates.

• Inventory: Maintain clear inventory of supplies and event wine at off-site storage and office facilities. Manage auction item inventory, ensure auction items and wines are accounted for prior to the events. Requires heavy lifting on weekly and sometimes daily basis.

• Events: Assist with mailings, donation pick-ups and deliveries. Draft volunteer documents. Participate in overall planning of CWA events and assist all staff as required, including day-of-event implementation. Process all event reservations; track and maintain Auction guest names. Assist in procurement. Process raffle tickets. Help with post auction load out and delivery/storage of auction lots.

• Post-Auction Follow Up: Assist with post-auction correspondence with patrons and donors; reconcile unclaimed auction items with purchasers.  Review auction package coordination needs, contact parties involved, and make necessary travel arrangements, as needed. Create surveys using Survey Monkey.

• Volunteers: Work with volunteers on in-house projects and assist with event volunteers as needed.

• Sponsor Relations: Process sponsor confirmations. Track and help coordinate auction sponsorship benefits.

• Other Tasks as assigned.

• 60% Event & Auction Support; 20% General & Administrative Duties; 20% Physical Labor

 

Necessary Skills:

 

• Bachelor’s degree or equivalent experience required

• Previous office experience preferred

• Nonprofit experience a plus

• Ability to work well within a team, and independently

• Strong interpersonal skills including diplomacy, professionalism, integrity, a positive and flexible attitude, and a sense of humor

• Demonstrated computer skills with Microsoft Office Suite, including database experience; Greater Giving software a plus

• Exceptional written and verbal communication skills

• Excellent organizational, multiple project, and time management skills with an attention to detail

• Ability to lift and carry a case of wine, approximately 40 lbs.

• Personal transportation

• Interest in gourmet food and wine a plus

• Self-motivated and driven to excel

 

Other details:

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Position Type/Expected Hours of Work

This is a full-time position, and general hours of work and days are Monday-Friday, 8:30am to 5:00 pm; however, this position does require some evening and weekend work. We offer a collegial, and casual work environment. Health Benefits offered.

 

To apply: Please submit applications electronically (PDF preferred), with position title in the subject line, to jobs@classicwinesauction.com by September 3, 2019.  No calls or other inquiries, please. A completed application includes: a cover letter addressed to Heather Martin, Executive Director, resume, and three professional references. Please submit as one PDF.