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Meeting Your Needs is dedicated to supporting 501(c)(3) non-profit organizations that empower marginalized youth by offering volunteer admin support three times a year.
Our comprehensive services include meeting planning, file maintenance, and administrative staff coaching.
Additionally, we specialize in event planning, including venue selection, vendor coordination, marketing and promotion, and event day coordination.
Let us help you make a greater impact with our expert volunteer services.
Administrative Assistance:
Meeting Planning:
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Coordinate and schedule meetings, ensuring optimal use of executives' time.
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Arrange venues, catering, and necessary equipment for meetings and conferences.
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Prepare agendas and distribute materials ahead of meetings to ensure participants are well-prepared.
File Maintenance:
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Organize and maintain physical and digital files, ensuring confidentiality and easy access.
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Develop and implement efficient filing systems to streamline document retrieval.
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Update records and databases regularly to reflect current information and ensure accuracy.
Administrative Tasks:
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Provide general administrative support such as answering phones, managing correspondence, and handling inquiries.
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Prepare reports, presentations, and correspondence for internal and external communications.
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Assist in the implementation of office policies and procedures to improve operational efficiency.
Staff Coaching:
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Support the professional development of staff through mentoring and coaching sessions.
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Facilitate training sessions on administrative procedures and office tools.
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Foster a positive and productive work environment by offering guidance and encouragement to team members.
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Event Planning:
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Venue Selection: Research and recommend suitable venues for the gala based on budget, capacity, location, and amenities.
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Vendor Coordination: Reach out to and coordinate with vendors such as caterers, decorators, AV technicians, and rental companies. Help obtain quotes, negotiate prices, and finalize contracts.
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Event Timeline Creation: Develop a detailed event timeline outlining key milestones, deadlines, and tasks leading up to the gala, ensuring everything runs smoothly.
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Budget Management: Assist in creating and managing the event budget, tracking expenses, and ensuring expenditures align with the nonprofit's financial goals.
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Program Planning: Collaborate with the nonprofit to create the gala program, including scheduling speeches, entertainment, auctions, and other activities.
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Logistics Coordination: Coordinate logistics such as seating arrangements, signage, transportation, and parking to ensure a seamless guest experience.
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Marketing and Promotion: Support the promotion of the gala through social media, email newsletters, and other channels. Create promotional materials and assist in ticket sales or RSVP management.
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Event Day Coordination: Provide on-site coordination and support during the gala, overseeing logistics, managing timelines, and addressing any last-minute issues that may arise.
