Director of Special Events
Reports To: Managing Director, Development
Supervisory Responsibilities: Yes
Budget Responsibilities: Yes
Salary Range: $65,000-70,000 Based on Experience
Successful Candidate Projected Start Date: June 3, 2013
To Apply: Email applications only. Send a cover letter and resume to firstname.lastname@example.org with Director of Special Events in the subject line.
The director of special events is responsible for all aspects of strategy, planning and execution of the Foundation’s fundraising events, including, but not limited to, the annual spring gala, a very high profile, black-tie event and the Foundation’s largest fundraiser generating over $1.2 million annually; the annual 5k walk/run; and a poker event. The director also provides leadership and direction for third party/beneficiary events. This position requires a goal oriented and skilled tactician who can execute complex fundraising events flawlessly, the ability to multitask and problem-solve, excellent interpersonal and negotiation skills and management of volunteer leadership and sponsorship committees.
The director of special events reports to the Managing Director of Development and works with staff from the Development, Marketing and Communications, Finance and Administration, Programs and Policy and Advocacy divisions. This position works very closely with the Foundation’s president and founder in planning and executing the annual spring gala. The director maintains regular contact with outside organizations and individuals, including diplomats and legislators, volunteers, sponsors and vendors. This position supervises one full-time employee (FTE), the development/event coordinator and manages volunteer committees.
Primary Responsibilities for All Events
- Develop a comprehensive understanding of the Foundation’s research, educational, community outreach and advocacy programs to effectively communicate the Foundation’s mission.
- Oversee Foundation’s calendar of events.
- Develop detailed event timelines and run-of-show for successful execution of events, including preparation of event briefings for staff and volunteers several days prior to each event.
- Maintain strong relationships and coordination of event vendors (includes invitation and program design, printing and mailing, venue, caterers, A/V, florists, photographers, entertainment, etc.).
- Oversee the development of print and online materials associated with each event, including website, invitation, program, etc.
- Responsible for various administrative duties tied to events and managing event committees, including, but not limited to: list preparation, scheduling meetings, invoicing corporate and individual sponsors, etc.
- Lead event follow-up activities (acknowledgment letters and distribution of purchased items).
- Negotiate cost-effective rates and secure in-kind donations of goods and services.
- Draft and edit solicitation letters, acknowledgments, reports and necessary supporting documents for event solicitation, reporting and analysis.
- Develop, foster and manage relationships with corporate sponsors and committee members, including identifying personal connections to properly steward institutional funders.
- Maintain up-to-date records and both electronic and paper files; manage events using the donor database for tracking, reporting and follow-up in coordination with database coordinator and the directors of corporate relations and major gifts.
- Conduct event “debriefs,” reconcile event budgets, and ensure all follow-up is conducted in a timely manner.
- Work closely with Marketing and Communications division on all pre- and post-event marketing materials and publicity.
- Provide leadership and direction for third party events and serve as liaison with event coordinators, in particular: Holden Cup Golf Tournament, Awesome Games Done Quick Video Gaming Marathon and Prevent Cancer Foundation poker tournaments.
- Secure appropriate event related permits (5k and poker, in particular).
- Assist with other fundraising projects as requested.
Additional Responsibilities for Gala
- Work closely with the president and founder and volunteer leadership to solicit and secure sponsors, in-kind donations and auction items for the annual spring gala.
- Serve as the liaison with diplomats who have been selected as the gala’s Honorary Patrons.
- Serve as liaison for celebrity designer and party planner David Tutera and his representatives in regard to the gala’s event design at the National Building Museum.
- Assist in securing Honorary Congressional co-chairs and committee in support of director of policy/advocacy and president and founder.
- Manage sponsorship committees and provide committee support, including prospecting, solicitation, follow-up and stewardship.
- Manage the recording of individual and corporate sponsorships and reservations, including developing seating plan and securing guest names for 800-1,000 guests.
- Ensure corporate sponsor deliverables are met (program advertisements, recognition on website, logo presence at the event, etc.)
- Assist with auction item solicitation and management of auction items working with BidPal (posting items on a web portal pre-event and handheld bidding devices at event).
- Recruit and coordinate activities of 40-50 volunteers for the evening of the event.
- Manage and troubleshoot all facets of the gala on the day and evening of the event.
Additional Responsibilities for the 5k walk/run
- Provide oversight for maintenance and content management of the 5k walk/run microsite.
- Recruit and coordinate 30-35 volunteers.
- Minimum of 8 years experience planning and producing high-level fundraising events with a proven track record of reaching or exceeding fundraising goals and managing a diverse array of events, including a high-profile gala.
- Solid understanding of nonprofit fundraising and sponsorship principles; some major gift fundraising experience preferred.
- Comfortable working closely with high-level donors and volunteers.
- Knowledge and understanding of nonprofit financial and accounting principles.
- Demonstrated experience managing both direct reports and peer stakeholders.
- Strong leadership, organizational, project and time management skills, coupled with the ability to take initiative and work independently.
- Ability to manage multiple high-level projects and priorities simultaneously. Strong attention to detail.
- Ability to exercise sound judgment and decision-making skills.
- Excellent oral and written communication skills, with the ability to interface with all departments/levels of the organization and outside third parties, including diplomats and legislators.
- Demonstrated ability to foster relationships with companies and cultivate partnerships that generate support for the Foundation.
- Working knowledge of Raiser’s Edge preferred.
- Able to work well in a team environment, handle multiple assignments and meet deadlines.
- Able to monitor and meet income goals.
- Highly proficient in Microsoft Office (Word, Excel, PowerPoint) and Microsoft Outlook.
- Bachelor’s degree required.
Conveniently located near the King Street Metro stop, the Prevent Cancer Foundation offers a generous benefits package that includes healthcare, 401(k) participation, paid vacation, sick leave and most federal holidays.
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