Job Description

Job Description

Special Event Assistant (Full Time)

Department: Development / Special Events – Roswell Park Alliance Foundation (Buffalo, NY)

Reports To: Director of Special Events

About the Roswell Park Alliance Foundation

The Roswell Park Alliance Foundation fuels the life-saving mission of Roswell Park Comprehensive Cancer Center by engaging communities to raise critical funds for cancer research and patient care.

Through dynamic peer-to-peer fundraising programs — Bald for Bucks, Schools Against Cancer, Team Roswell, Empire State Ride, Ride for Roswell, and IceCycle — we empower participants to take action, make an impact, and move us closer to a world without cancer.

Position Summary

The Special Event Assistant will serve as office support for the Roswell Park Alliance Foundation's Development Department with focused support to the fundraising and logistics teams. The position will provide excellent customer service to office visitors and incoming callers, which may include event participants, donors, sponsors and volunteers.

Key Responsibilities

• Phone/email support for participant registrations, fundraising, and social media
• Assist at events with setup, takedown, check-in, guest services and errands
• Collect donations, create receipts, and retain donation records
• Organize and schedule appointments and meetings and secure adequate conference rooms and assist with meeting preparation.
• Assist with mailings; including mail merges, printing , and preparing parcels for mail room
• Schedule volunteers to help with special projects
• Coordinate the Special Events Team sporting event/ concert stewardship schedule
• Work with the Special Events Director and the Alliance Community Board Chair on coordinating administrative functions for the Alliance Community Board
• Drop off/pick up at Executive Offices, mail room, print shop and creative services department as needed
• Support administrative functions such as registration, reporting, and database management.
• Stay informed on industry trends to continuously improve engagement and fundraising outcomes.

Qualifications

Minimum Requirements

• Bachelor’s degree or equivalent experience
• 2–4 years of customer service, fundraising, event coordination, or nonprofit experience
• Exceptional customer service skills
• Strong working knowledge of social media platforms
• Strong working knowledge of computer-based programs
• Strong attention to detail; excellent spelling and grammar skills
• Ability to multi-task in an often fast-paced environment, as well as respond quickly, efficiently and effectively to high-demand situations
• Excellent inter/intra-office and personal communications skills
• Collaborative and self-motivated with a passion for community impact

Preferred Experience

• Experience with Raiser’s Edge, Blackbaud TeamRaiser, or similar CRM platforms
• Background with large-scale peer-to-peer or athletic events

Additional Information

• Schedule: Full-time (Monday–Friday, 8:30 a.m. - 5:00 p.m.)
• Salary: $50,000
• Event Season: Evening, early morning, and weekend hours required
• Physical Requirements: Ability to lift up to 25 lbs and assist with event setup
• Event Commitment: Must be available to support all Roswell Park Alliance Foundation signature events.

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