Please submit a resume and cover letter to info@dcwaf.org
Title: Office Coordinator
Reports to: President
Employee grade: Full-time, Exempt
Level: Non-supervisory
Office Support
-Serve as primary contact to answer phones, get mail, purchase office supplies, greet visitors, manage general correspondence and inquires, staff office. Maintain electronic and physical files. Handle mailing and shipping needs.
-Support DCWAF staff as directed. Specific responsibilities include receiving, purchasing, inventory control, auction lot data entry.
-Coordinate celebrity travel, book accommodations, and communicate changes to staff and Patron Dinner hosts.
-Plan and coordinate mailings, create and update mailing lists for DCWAF events. Maintain email database and lists and update these lists as necessary. Handle Social Media as directed by staff.
-Assist with processing of credit card (and other) purchase transactions for event ticket and patron package sales, etc. Create and send confirmations via e-mail or at the patron’s request.
-Organize and maintain all storerooms both at the off and offsite
Auction Support
Database Management & Relationship with Auction Software
Assist in the use of auction software to integrate auction item/lot details with event attendee/bidder information and generate basis for auction catalog and support documents needed for auction (i.e. Bid sheets, live runner sheets, lot sign out sheets, guest lists, seating chart).
Auction Catalog & Addendum
Assist in writing auction lot descriptions as assigned by supervisor using all information tracked in auction software via procurement responsibilities. Provide information to copy writer / graphic designer regarding description of auction lots and items. Track changes for catalog addendum and provide needed information to appropriate parties.
Auction Logistics
Assist in the management and organization of inventory of physical items for auction lots, including transfer process to event venue. Assist maintenance of auction lots throughout pre to post auction timeline.
Concierge Services
Assist winning bidders and donors to schedule travel/stays/dinners and other components of trip-based lots on as-needed basis. Connect winning bidders with donors to work together directly when possible.
Charity Relations
Assist with the coordination of charity applications, submissions, and selections. Work closely with Charity Relations Chair to present material at board meetings, executive directors meetings, and other foundation meetings.
Event Coordination
Assist all patron hosts with guest lists, reservations, transportation, and coordination of dinner production with celebrity vintners and chefs. Manage hospitality for out of town celebrity guests.
Ancillary & (non-auction) Event Support Duties:
Attend and staff DCWAF events, Happy Hours, and all other events. Provide direct support for check-in function, working with Events Manager to establish processes and as needed, volunteers, to execute events.
These duties and responsibilities may alter without notice and may not represent all requirements of this position.
Title: Office Coordinator
Reports to: President
Employee grade: Full-time, Exempt
Level: Non-supervisory
Office Support
-Serve as primary contact to answer phones, get mail, purchase office supplies, greet visitors, manage general correspondence and inquires, staff office. Maintain electronic and physical files. Handle mailing and shipping needs.
-Support DCWAF staff as directed. Specific responsibilities include receiving, purchasing, inventory control, auction lot data entry.
-Coordinate celebrity travel, book accommodations, and communicate changes to staff and Patron Dinner hosts.
-Plan and coordinate mailings, create and update mailing lists for DCWAF events. Maintain email database and lists and update these lists as necessary. Handle Social Media as directed by staff.
-Assist with processing of credit card (and other) purchase transactions for event ticket and patron package sales, etc. Create and send confirmations via e-mail or at the patron’s request.
-Organize and maintain all storerooms both at the off and offsite
Auction Support
Database Management & Relationship with Auction Software
Assist in the use of auction software to integrate auction item/lot details with event attendee/bidder information and generate basis for auction catalog and support documents needed for auction (i.e. Bid sheets, live runner sheets, lot sign out sheets, guest lists, seating chart).
Auction Catalog & Addendum
Assist in writing auction lot descriptions as assigned by supervisor using all information tracked in auction software via procurement responsibilities. Provide information to copy writer / graphic designer regarding description of auction lots and items. Track changes for catalog addendum and provide needed information to appropriate parties.
Auction Logistics
Assist in the management and organization of inventory of physical items for auction lots, including transfer process to event venue. Assist maintenance of auction lots throughout pre to post auction timeline.
Concierge Services
Assist winning bidders and donors to schedule travel/stays/dinners and other components of trip-based lots on as-needed basis. Connect winning bidders with donors to work together directly when possible.
Charity Relations
Assist with the coordination of charity applications, submissions, and selections. Work closely with Charity Relations Chair to present material at board meetings, executive directors meetings, and other foundation meetings.
Event Coordination
Assist all patron hosts with guest lists, reservations, transportation, and coordination of dinner production with celebrity vintners and chefs. Manage hospitality for out of town celebrity guests.
Ancillary & (non-auction) Event Support Duties:
Attend and staff DCWAF events, Happy Hours, and all other events. Provide direct support for check-in function, working with Events Manager to establish processes and as needed, volunteers, to execute events.
These duties and responsibilities may alter without notice and may not represent all requirements of this position.
Last edited: