Events Officer

Closed: 07 October 2021
Fundraising Events

Sorry, this vacancy is now closed and applications can’t be submitted!

  • Salary £25,000 per year
  • Location Welwyn Garden City, Hertfordshire
  • Job Type Contract, Full-time
  • Sectors Health, Medical
  • Job Reference :

Reporting to: Events Fundraising Manager

Location: Based at our Welwyn Garden City office with at least 40% of contracted hours there, but some homeworking required

Job purpose

  • To support the implementation of Willow’s programme of events, as well as supporting third party events, ensuring that these promote and present Willow in a professional and compelling manner, maximising opportunities for donor cultivation, fundraising maximizing income generation.
  • To deliver a selection of events to ensure that a) recruitment and income generation is maximised and b) key third party events promote and present Willow in a professional and compelling manner, maximising opportunities for donor cultivation and on-going fundraising.
  • To work with the Events Manager to implement the stewardship matrix for event supporters, including regular communications and impact reporting.
  • To work with other teams to ensure that all events are delivered with good practice events management and co-ordination.

Key responsibilities

Signature Events

  • To support the delivery of the events strategy through delivery of high quality events, designed to attract new and repeat supporters.
  • To manage the box office for all events on database system (Raiser’s Edge) including setting up new events, logging and administering all registrants, guests and income related to events.
  • To research guest information and share/signpost to other fundraising teams as appropriate e.g. corporate prospects etc.
  • To assist in the research, development and planning of potential new event opportunities, ensuring that the events programme evolves in response to new fundraising requirements, opportunities and sector trends.
  • To assist in the development and management of external suppliers, ensuring all suppliers work to agreed terms and conditions and to be responsible (with Finance Department) for all supplier/sub-contractor agreements and performance on managed events.

Third Party Events

  • To work collaboratively with third party event organisers to ensure that Willow maximises all fundraising and promotional opportunities whilst managing expectations of charity support and involvement in line with income levels.
  • To generate interest, develop relationships and encourage existing and new stakeholders to run events in aid of Willow to meet new income targets.
  • To represent Willow at key third party events and where appropriate speak on behalf of the charity, assist with the fundraising activities and manage any volunteer support.

Event Supporter Stewardship

  • To work with the Events Manager to follow the Event Supporter stewardship plan for those supporters attending events, resulting in a communication plan detailing a schedule of stewardship activities.
  • To work with the Communications and Charitable Giving teams to source content, so that we communicate the impact of support received, in a timely manner.
  • To support follow up activity for prospects identified following signature and third party events; signposting their cultivation journey through to the Head of Events and/or the Charitable Giving team as appropriate.
  • To identify opportunities to engage or recruit new event supporters to existing or new events in the Willow calendar.


  • To support the Event Manager, overall financial management of events activities, budgeting, planning, controlling and monitoring expenditure as appropriate and managing income against targets, KPI’s and provide regular revised projections as required.
  • To maintain good practice in the use of database system (Raiser’s Edge), including the events module, ensuring that information is recorded accurately to allow for excellent supporter care, stewardship and accurate analysis of event performance.
  • To work in close collaboration with fundraising account managers to generate auction items for both third party and Willow events. 
  • To keep up to date with current competitor activity, potential new opportunities for events and improved ways of managing and developing events.
  • To keep up to date and comply with fundraising, data protection and other relevant legislation and codes of practice and good standards.
  • To undertake any other tasks reasonably required.

Person Specification

Qualifications, Knowledge and Experience


  • Degree level or equivalent experience
  • Proven experience of supporting a number of events including negotiating with external contractors and delivering to budget and within tight timeframes.
  • Can demonstrate effective implementation and management of work plans, projects and resources to ensure proactive completion of tasks.
  • Proven experience of developing and managing budgets.
  • Ability to work as a part of a small, flexible and hardworking team.
  • Delivering high quality supporter and donor care through ongoing contact and communication.
  • Experience of working on administration within a fundraising, events or marketing environment.


  • Experience of working with senior stakeholders in order to meet income targets.
  • Experience of working with celebrities.
  • Experience of working with sponsors.
  • Experience of working in the sports sector.
  • Experience of working in the charity / fundraising sector.
  • Knowledge of online booking systems such as Eventbrite / Ticketmaster

Skills and Abilities


  • Confident and articulate, able to build successful, mutually beneficial relationship with internal and external audiences.
  • Strong ability to prioritise tasks under pressure and solve problems quickly and effectively.
  • Ability to work on a number of different projects simultaneously.
  • Organised, pro-active self-starter, capable of taking initiative.
  • Excellent written and verbal communicator, with exemplary grammar and spelling, who places high value on attention to detail.
  • Good influencing and negotiation skills.
  • Respect for and ability to maintain confidentiality at all times.
  • Self-reliant and confident IT user including internet, email, design, databases, spreadsheets and MS Office.


  • Creative thinker, able to innovate to meet audience needs.
  • Experience or knowledge of Raisers Edge database.
  • Sports sector knowledge.



  • Positive, energetic and able to enthuse
  • Flexible and proactive problem solver
  • Takes personal responsibility for and remains focused on delivering results and achieving objectives, overcoming problems and frustrations.
  • Genuine commitment to the work and services of Willow


  • Empathy with the cause and knowledge of issues faced by young adults facing serious illness.

Special Conditions


  • Able to work irregular (unsociable) hours and weekends where necessary.


  • Own car and current driving licence


We offer the following competitive benefits package:

  • 25 days annual leave
  • Life Assurance and Group Pension Fund
  • Season ticket loan
  • Cycle to work scheme
  • Flexible Working policy


Our Vision: young adults with life threatening illness and those close to them are able to take full advantage of what life has to offer.

Our Mission: to provide for young adults with life threatening illness and those close to them the motivation to take full advantage of life through memorable Special Day services.

Our Values: we are caring; we are all about special relationships; we cherish people and time; they are our most precious resource; and we have the courage to imagine otherwise.


Willow is the only national charity supporting seriously ill young adults aged 16 to 40 through uplifting and unforgettable Special Day services. Our service enables young people and their families to reconnect and refocus on each other while enjoying an activity of their choosing, creating memories they will all treasure forever.

Each Special Day service provides a positive experience to be shared with a partner, parents, siblings, children or close friends. To date, Willow has provided more than17,500 Special Days for young adults diagnosed with a life-threatening condition such as cancer, motor neurone disease, cystic fibrosis and Huntington’s disease. 

Founded by former Arsenal goalkeeper and TV presenter, Bob Wilson and his wife, Megs, Willow is a lasting memorial to their daughter, Anna, who died of cancer aged 31. Anna’s love of life and the enriching experiences of her own Special Days were the charity’s inspiration.

The client requests no contact from agencies or media sales.