We currently have a vacancy in our team!

Fundraising & Events Executive

Hours: 35 hours per week (full-time)
Salary: £22,000 pa
Start date: ASAP
Location: David Shepherd Wildlife Foundation office, Shalford, Guildford, Surrey UK

How to apply: Please send your CV and covering letter (covering letter no more than 2 sides of A4 referencing the job description below) to dswf@davidshepherd.org
Deadline: 5pm Thursday 24th October

We will begin interviewing immediately, so this position may be filled before the deadline closes. Please don’t wait before applying!

Job description

  1. Purpose of the Role

To propose, plan and deliver the David Shepherd Wildlife Foundation’s (DSWF) programme of fundraising, conservation and awareness events to ensure they generate maximum attendance, income and profit for DSWF.

Currently our events include (but are not limited to):

  • Wildlife Ball: Managing this annual dinner evening for up to 400 people at a central London hotel, with entertainment, fundraising and other engagement activities.
  • Wildlife Artist of the Year competition and exhibition: Managing the call for entries, sponsors, entries and artist liaison, judging panels and processes, exhibition planning, promotion, management and delivery.
  • Christmas Concert: Managing our annual festive and community celebration at a venue local to our offices, including readers, school and performer involvement, after concert reception.
  • Conservation-led events: Managing conservation focused events as planned throughout the year (i.e. panel discussions, film screenings, conservation talks, etc.)
  • World Animal Day: Planning and promoting this fundraising event idea and supporting events planned and organised by schools as part of the initiative.
  • Supporter-led events: Supporting key fundraising events held by our supporters.
  1. Principal Accountabilities

Event planning, management and delivery

  • Event ideas and opportunities: To research and propose events that generate income and awareness for DSWF; to consider all event opportunities offered to DSWF and report on feasibility, making recommendations to the Senior Management Team (SMT) by preparing a cost benefit analysis for each event proposed.
  • Event planning and delivery: To plan and deliver all operational elements of events agreed by the SMT, including full income and expenditure budgets, pre and post events.
  • Event attendance: Working with the Head of Fundraising to ensure that attendance at Foundation events is fully maximised, through direct marketing to our audiences, the recruitment and retention of major donors and supporters, the nurturing of contacts, promotion to new audience and other marketing opportunities.
  • Event data management: To ensure that a fully comprehensive programme of data capture and development of event attendees / supporter – existing and new – is embedded into all current and new events building demographic supporter data for statistical analysis to support fundraising activity, planning and budgeting. Administer the integration of other data sources on to Raisers Edge and develop a capture and conversion strategy for e-news subscribers, art purchasers and campaign supporters.
  • Event Sponsorship: Working with the Head of Fundraising to identify and pursue sponsorship opportunities around each event as relevant to maximise income and engagement.
  • Budget management: To manage all aspects of the financial budgets in relation to each event including agreed income targets and expenditure. To ensure that all avenues for income generation through and at our events, for example through auctions, raffles, sales and donations, are optimised.
  • Marketing and Communications: To liaise with the Communications & Marketing Manager with regards to DSWF promotion of events incorporating strategies for existing and new supporters and attendees. To encourage all event organisers/venue providers to equally undertake their own promotion.
  • Other promotion: To consider and deliver any other opportunities around our events, including working with our Marketing team to create and publish online event listings, e-news and DSWF magazine content and Social Media.
  • Celebrity involvement: To liaise and work with the Head of Fundraising to develop celebrity, artist and education involvement and trading value at events.
  • General event management: To maintain an up-to-date schedule of planned events and ensure regular updates are provided to all DSWF staff. To manage all ticketing systems as relevant and the processing of relevant data, logging, recording, taking payments etc. To analyse each event to report on success and improvement / change measures.
  • Supporter led / other events: To liaise directly with supporters organising their own events, maximising these opportunities, considering relevant income generation possibilities and delivering exposure at events. To attend networking events and represent and promote the work of the Foundation.

Wildlife Artist of the Year

Specific requirements in relation to the management of the above event are as follows:

  • To manage delivery of each round of judging of the competition, ensuring that the judges are provided with all necessary information in a timely and professional manner, entries are professionally presented and the judges are able to debate and determine the qualifying entries effectively.
  • In conjunction with other key members of the team, to agree the categories for each competition cycle, together with any ancillary exhibitions and features.
  • In conjunction with the Marketing team, agree the key dates for release of publicity material relating to the competition including conditions of entry, calls for entry and exhibition information. With support from the Head of Fundraising, to develop a comprehensive plan to promote and support the call for entries and exhibition itself.
  • Administratively manage the submission of entries to the competition, ensuring all relevant information is obtained, recorded and collated on the DSWF database, all questions from entrants and prospective entrants are answered effectively and efficiently, and communications are sent to all entrants at each stage of the competition in a timely and professional manner.
  • To liaise with the relevant staff at the exhibition venue to ensure they have all relevant information at the time they require it, including information on the number of pieces to be expected for the exhibition and other items to be displayed there.
  • In conjunction with other key members of the team agree the operational plan for the exhibition from delivery and hanging of the pieces, through to final judging, any private view/corporate evenings, staffing and collection of sold/unsold works.
  • To consider other at exhibition opportunities including guest artists, workshops, evening events etc.
  • To work with the Head of Fundraising and wider SMT on maximising sponsorship opportunities.
  • To organise the post-event debrief with all key stakeholders.
  1. Person Specification
Knowledge, Skills & Experience Essential Desirable
Qualifications GCSE English and Maths or equivalent

A Level or equivalent level of education

Degree level qualification
Skills & Knowledge Excellent administration, planning and organisation skills.

Excellent communication skills, both verbally in writing, to be assertive, tactful and persuasive.

Good IT skills and excellent knowledge and experience of MS Word and Excel, iPhoto and database entry/reporting experience.

Good networking skills to be able to identify opportunities to meet relevant people and engage them in the work of the Foundation.

Excellent ability to build, nurture and develop strong professional relationships.

Self-motivated and able to work independently as well as part of a team.

Able to work to deadlines whilst maintaining a high degree of accuracy and attention to detail.

Able to prioritise busy workloads.

Work experience managing events within the charitable sector.

An appreciation of classical and contemporary art including paintings and sculpture

A basic understanding of Raisers Edge of other database software

Experience Start-to-finish project and event management experience, including budgetary control. Experience of setting, negotiating and agreeing contractual terms within a relevant setting.

Experience of sales and marketing.

Experience of working within the art sector and artist community.