Position Description: The role of the Partnerships Assistant is to support the Partnerships Department by providing administrative, events, and customer service support to Tales of the Cocktail Foundation's (TOTCF) executive and fundraising staff.

This position is full-time remote but requires travel for quarterly in-person meetings and in-person participation at Tales of the Cocktail Foundation events.

Tales of the Cocktail Foundation is an Equal Opportunity Employer. Starting compensation for this position is $38,000/year.

Essential Core Functions & Responsibilities

●       Communicate with clients in person, on the phone, and by email, including but not limited to answering and screening calls, responding to and appropriately forwarding emails, and directing and facilitating partnership inquiries/leads.

●       Ensure efficient use of Partnerships Team’s technology resources and processes.

○       Update and maintain HubSpot donor database and sales pipeline on a daily basis, ensuring data integrity through accurate data entry and ongoing clean-up efforts.

○       Process orders purchased via Shopify and reserved offline and input event information to Airtable, Spreadsheets, HubSpot, et al, in order to maintain the continuity of the sales process.

○       Maintain our product inventory in Shopify, including uploading new products during our sales launch or as needed.

○       Assist with the writing and editing of contracts, invoices, reports, and proposals and submission via PandaDoc.

■       Work with our legal team to approve contracts and redlines.

○       Assist with the creation and maintenance of sponsor resources including: partner dashboards, FAQs, informational materials, forms, tasks, etc.

●       Prepare accurate research on prospects and assemble materials for cultivation and solicitation visits; develop and maintain tracking systems as needed.

●       Responsible for overseeing/coordinating annual updating of client lists, including contact information, roles and giving histories.

●       Collaborate with various departments to plan special events and partner participation and/or deliverables (including TOTC, Partner Programs, Meet the Distillers, etc.)

●       Work with our Accounting team to provide the information needed for accurate invoicing.

●       Basic department support tasks, including placing orders, making copies, filing, client and stakeholder gifts, etc.

●       Assist with events planning as needed, preparing and managing Partnership registrations, onsite or online requirements.

●       Assist Partnerships team members with administrative functions related to the execution of Partner Programs.

●       Assist in planning internal events and activities.

●       Monitoring and managing the partners@talesofthecocktail.org email inbox.

●       Other duties as assigned.

SKILLS + EXPERIENCE

●       Bachelor's degree or equivalent relevant work experience preferred.

●       Proficiency in Google Drive, Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

●       Experience with Airtable, HubSpot, Shopify, PandaDocs, Canva, or similar platforms is a plus.

●       Ability to plan, organize, and complete a variety of projects and recurring daily, weekly, and monthly tasks within established standards, objectives, and time frames

●       Ability to adapt and assist where and when needed to help accomplish departmental objectives and support new projects and initiatives

●       Attention to detail including organization, data management, communication, and time management.

●       Exceptional written and oral communication skills

●       Good customer service and interpersonal skills

●       Friendly and outgoing personality

●       Multi-tasking and time-management skills, with the ability to prioritize tasks

●       Ability to work in a fast-paced, high-pressure environment

PERSONAL CHARACTERISTICS

• Committed to, and enthusiastic about, the mission and vision of TOTCF
• A strategic strategic thinker who is adept at multitasking in a fast-paced environment, able to plan, prioritize, and organize individual and group activities and processes
• Outgoing, straightforward, and creative
• Able to work independently and take initiative
• Results-oriented
• An adaptable, flexible problem-solver
• Team-focused, enjoy working as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others; able and willing to assist co-workers in the development of their own professional skills in order to ensure the team’s success
• A person who presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others

WORK AUTHORIZATION

• Must be currently authorized to work in the United States for any employee and provide documentation supporting this authorization.

PHYSICAL & MENTAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit, stand, walk; use hands and fingers, handle or feel; and reach with hands and arms.
• Maintain visual attention and mental concentration for significant periods of time.
• Extended periods of sitting while using a computer or other devices are common.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• Must occasionally lift or move office products, marketing materials, and supplies, up to 20 pounds.

DISCLAIMER

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice
• This job description shall not constitute or be construed as a promise of employment or as a contract between Tales of the Cocktail Foundation and any of its employees.