Foundation Gala & Auction Assistant

Peace Health is seeking a Foundation Gala & Auction Assistant for a Per Diem/Relief, 0.00 FTE, Day position. The salary range for this job opening is $26.11 – $39.17. The hiring rate is dependent on education, training, work experience, collective bargaining agreement terms, seniority, etc.

Provides essential administrative support for the annual Whatcom Hospice Foundation Auction & Gala. This role supports the committee’s vision to plan and execute a meaningful, enjoyable, and highest ROI fundraising event. It works collaboratively with the volunteer committee, cochairs, WHF Executive Director and Office of Development, and tasks vary in format, complexity, and volume throughout the year.

• Supports the Gala committee in many aspects of the administrative functions of the gala including data entry, auction item receiving and processing, tracking gift certificates and raffle tickets, report generation, website support, and post event support auditing and reconciliation. Supports regular meetings by reserving spaces, tracking attendance, sending reminders and debriefs, generating agendas, preparing, printing and distributing requested collateral.
• Data management: in collaboration with the office of development, provides support in tracking sponsor ships, guest information, payment information, entrée choices, bidder numbers and payments, reconciles and updates lists to support the Gala committee’s needs.
• Accounting: in partnership with the office of development, processes and reconciles all transactions through the Greater Giving platform, tracks unique payment preferences, supports ticket sales and tracks board member donations.
• Coordinate with vendors: communicates timeline, signs contracts, processes payments. Liaises with the photographer, videographer, auctioneer, emcee, auction scribe, auction liaison, audio and visual, and computer hardware.
• Day of the event: acts as main point of contact in partnership with Gala Volunteer Coordinator. Communicates with guests about auction items and catalog, generates silent and live auction poster boards, coordinates food and beverage, program cues, troubleshooting at registration/data entry.
• Provides post event support including thank‑you letters to guests, reconciling revenue and budget, processing thank‑you letters, receipts and gift certificates for both cash and in‑kind gifts, and orders, coordinates and distributes supplies.
• Performs other duties as assigned.

• Minimum of 3 years required: experience in auction, event, and/or administrative support.
• Preferred:
  Greater Giving experience.

• Microsoft Office applications (Excel, Word, Outlook, PowerPoint, Teams) (Required).
• Demonstrated capacity for all tasks in the job description (Required).
• Proven record of self‑motivation, problem solving, and executing tasks in a timely manner (Required).
• Demonstrated strong written and oral communication skills (Required).
• Interpersonal skills to work effectively with hospital staff, physicians, and other medical professionals, donors, volunteers, vendors, and the public (Required).
• Graphic design – Canva, PDF Kofax, Publisher (Preferred).
• Social media platforms (You Tube, Facebook, Instagram) (Preferred).

• Consistently operates computer and other office equipment.
• Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Sedentary work.

• Predominantly operates in an office environment.
• Some time spent on site in medical/hospital setting.

• Ability to communicate and exchange accurate information.
• Required close visual acuity to perform activities such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.

Peace Health is committed to the overall wellbeing of our caregivers. The benefits for positions less than 0.5 FTE include a 403(b) retirement plan for caregiver contributions, wellness benefits, discount program, and expanded EAP and mental health program.

For full consideration of your skills and abilities, please attach a current resume with your application. EEO affirmative action employer/Vets/Disabled in accordance with applicable local, state or federal laws.