Special Events Manager
POSITION SUMMARY: The Special Events Manager reports to the Director of Special Events. With guidance from the Director of Special Events, s/he is responsible for coordinating the special events marketing materials, event registration process, event database management and revenue tracking. This role includes working in tandem with a wide variety of internal and external stakeholders to achieve the aforementioned. In addition, s/he will serve as lead on assigned institutional, external and donor events and will assist events team on the management and execution of major fundraisers and other key institutional events, as identified by the Director of Special Events. S/he must be an effective communicator (in writing and orally) and engage in a highly respectful and professional manner with the Board of Directors, Leadership Council, major donors, and others. This person must have a high attention to detail, be an outstanding proofreader and editor, be extremely organized, and be able to handle multiple projects at once. RESPONSIBILITIES:
Manage assigned institutional events and Ad Hoc events including managing technical and logistical matters, including the planning stage and on-site at all assigned events. Includes audio-visual, staging, on-site scheduling (including vendor load-in and load-out) and décor.
Coordinate the Special Events marketing materials production process in coordination with the CI Branding and Marketing teams and outside vendors. Materials include printed/electronic invitations, event collaterals and web materials. Manage all mailing lists related to production.
Manage the registration process from initial database entry to front-line registration at events. Assist the team with all event seating through the coordination of seating meetings with pertinent staff and key volunteer leadership. Proficiency in Social Tables is required.
Maintain event data for assigned events in Raiser’s Edge; including recording event attendance, entering new constituents, updating constituent information, providing up to date lists and generating queries and reports as directed.
Provide general administrative support. This includes handling mailings, processing vendor payments, producing name tags and place cards, event give aways and shipping items.
Submit and track event revenue forms to accurately account for all pledges and revenue received for each event
Work in partnership with various teams throughout CI in a consultative capacity or as the primary point of contact for the Special Events team.
Assist Events team members on various events, and serve as pre-event coordinator for timing of senior staff communication and CI VIPs, including tracking and managing CI VIP attendance.
Coordinate travel if needed and manage all billing with CI VIP travel.
Travel required for 8-12 domestic and international events annually; to include but not limited to, 2 fundraising galas, 3 board meetings, select donor salon events, and other key institutional engagements (e.g. Learning week, COP, WCC, & key leadership events)
Ability to lift boxes of 25lbs +
Evening and weekend work on a regular basis
4-6 years of related work experience
Highly proficient writer and editor
High attention to detail
Strong communicator - both oral and written
Resourceful, hardworking, dedicated, loyal
Ability to work collaboratively and as part of a team
Ability to work successfully on multiple projects at once
Ability to work in a fast-paced environment and to remain calm
Excellent judgment and integrity
Strong organizational skills
Patience and a willingness to learn
Extremely discreet with the ability to manage confidential and sensitive information
Passion for CI’s mission
Experience working in Raiser’s Edge or similar fundraising system
Experience with InDesign software
Experience within non-profit organization