This is an exceptional opportunity for an individual who is passionate about the BHGHIL mission and who has a track record of success through fundraising events and growing genuine relationships with donors. The Events Manager must be a self-starter who is able to work independently and as a member of a collaborative team under deadlines with both short and long-term outcomes. The Events Manager must be adept at developing relationships with internal (other staff members and Women’s Board members) and external contacts of the organization, and must also be able to motivate people to action.
The Events Manager achieves development objectives through his or her own efforts and by engaging, organizing and working through volunteers. The Events Manager is directly responsible for ensuring all activities are well-planned. All members of the development team are expected to be high-performing team members that put relationships with their colleagues and peers first. The team is built on a high level of trust, transparency and communication.
The Events Manager:
- Develops a working knowledge of BHGHIL, its strategic initiatives, and funding priorities.
- Promotes the mission of Boys Hope Girls Hope to the community.
- Manages all event logistics (does so in conjunction with Women’s Board co-chairs for the gala event); develops event theme, negotiates space contracts and books event space, secures and manages all vendors for things such as AV, décor, catering, photography/videography and printing, ensures BHGH branding of event space, includes Scholar presence as appropriate, identifies honoree(s) and guest speaker(s), manages guest lists and check-in, oversees event staff and volunteers, constructs and executes run of show, and coordinates post-event follow-up.
- Sets and maintains revenue and expense budgets works within them for all events in conjunction with the Executive Director, development team, BHGH Women’s Board and golf committee.
- Oversees event auctions, fund-a-need activities and other day-of-event fundraising efforts; develops auction and fund-a-need prize/level descriptions; develops system for seamlessly presenting prizes to auction winners.
- Advocates for and utilizes best practices for events.
- Communicates event strategy across fundraising team, and providing progress reports to all staff and volunteers placing a high priority on serving internal and external contacts in a timely, courteous manner following up until needs are met through weekly team meetings, conference calls, and staff communications.
- Collaborates with the Communications Manager to plan and executes a marketing strategy to support events utilizing the BHGH website and social media channels, as well as traditional media vehicles as part of the over all development communications plan.
- Works with the Development team to ensure mailing lists and any personalization is accurate.
- Organizes and manages the assembly and mailing of invitations, ensuring all deadlines are met.
- Collaborates with the Communications Manager to draft all necessary solicitation letters and help write and assemble materials for event programs.
- Collaborates with the Communications Manager, Business Manager, and Data Manager on the acknowledgement process and event follow up, ensuring every participant and donor receives proper thank you letters and tax receipts.
- Creates invoices and helps collect any outstanding pledge.
- Tracking and Analysis:
- Utilizes event management software to keep track of all RSVPs, donations and pledges as they are received and keeps team members informed; ensures timely receipt and proper use of sponsor logos.
- Collaborates with development team and committee members to develop and manage guest lists.
- Collaborates with committee members to create and revise room layouts and coordinates guest seating and table assignments for all reserved and sponsored tables.
- Acts as a role model for integrity, ethical behavior, and fiscal responsibility in support of the mission of BHGHIL.
- Performs other duties as assigned.
This is a part-time position. There will be periods between events requiring little time and periods leading up to events, especially for the largest event -The Evening of Hope gala (end of February), that will require full time work in the 6-8 weeks preceding and the two weeks following the event. The Events Manager may be required to work evening and weekend hours or irregular hours depending on the activity and event schedule. While this position is part-time there is potential for it to develop into a full time position.