Senior Director, Special Events
Job Title: Senior Director, Special Events
Reports To: Managing Director, Development
Updated: June 2015
Supervisory Responsibilities: Yes
Budget Responsibilities: Yes
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 $1.6 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 multi-task 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 development, marketing and communications, finance, programs and advocacy. 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 FTE (development/event manager) 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 preparing 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, AV, 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 manager and the director of major gifts.
- Conduct event “post mortems,” reconcile event budgets, and ensure all follow-up is conducted in a timely manner.
- Work closely with marketing and communications 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 when appropriate.
- Secure appropriate event related permits.
- 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, David Tutera, and his representatives in conjunction with the 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 800-1000 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.
- Work with special events manager to recruit and coordinate 100 volunteers.
- Lead a core team of staff to expand health fair activities offered to participants of the 5k.
- 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 non-profit fundraising and sponsorship principles; some major gift fundraising experience preferred.
- Comfortable working closely with high-level donors and volunteers.
- Knowledge and understanding of non-profit 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 that can produce partnerships and yield 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.
Email cover letter with attached resume to Janet.Hudson@preventcancer.org with Subject: Senior Director, Special Events. Position will remain open until filled. The Prevent Cancer Foundation is located in Alexandria, VA; no moving allowance available.
Director, Policy and Advocacy
Job Title: Director, Policy and Advocacy
Department: External Affairs
Reports To: Managing Director of External Affairs
Date Prepared: June 2015
This description incorporates the core responsibilities of the job. It is recognized that other related duties not specifically mentioned may also be performed, and that not all responsibilities may be carried out depending on operational needs.
Summary of Position:
Working with the Foundation’s senior management team, the Director, Policy and Advocacy, is responsible for the development and implementation of the legislative/policy agenda, grassroots strategy and engagement, and related government relations functions of the Foundation.
Duties and Responsibilities:
The Director, Policy and Advocacy, works closely with the Managing Director, External Affairs, the Foundation’s President and Executive Vice President/Chief Operating Officer, as well as Foundation staff members and external consultants to accomplish organizational goals and objectives for the following:
- Determine, in consultation with the Managing Director, External Affairs, Foundation President and EVP/COO, the Foundation’s long and short-term policy and advocacy priorities at federal and state levels.
- Communicate the policy and legislative priorities of the Foundation to elected officials and their staff members, Administration officials including those in relevant agencies, regulators, and other stakeholders.
- Represent the Foundation on Capitol Hill and at all relevant meetings including coalitions centered on policy and advocacy priorities, and serve in leadership positions within those coalitions as appropriate.
- Develop a grassroots strategy and maintain a grassroots network for the Foundation. Provide ongoing information regarding legislative, policy and regulatory issues impacting cancer research, cancer prevention and early detection, and quality cancer patient care and activate advocates to take action as appropriate.
- Communicate the advocacy priorities of the Foundation to the public through management of the advocacy micro-website and creation of other printed and electronic communications of the Foundation.
- Plan and implement all aspects of relevant policy and advocacy events.
- Work with the development division to identify policy and advocacy fundraising opportunities and assist in grant writing to acquire such funding.
- Provide strategic advice and support to other divisions of the Foundation that involve government relations and policy activities.
- Act as a point of contact or lead for the Foundation in educational campaigns with a focus on policy and advocacy, as determined by the Managing Director of External Affairs and the EVP/COO.
- Assist on campaigns with government relations, advocacy or legislative and policy components.
- Draft and disseminate digital advocacy messaging through social media and online outlets.
- Create budgets and assist in strategic plans for the policy and advocacy area.
Education: Bachelor of Arts degree in political science, public policy, social work, communications, public health or related field required. Relevant Masters degree preferred.
Experience: Minimum of seven years experience required. Capitol Hill, regulatory, or government relations work for a health care or cancer-related nonprofit organization or association preferred.
Special Skills: Must have superb written, oral and interpersonal communications skills; be able to juggle multiple tasks, work under tight deadlines and deliver projects on time and within budgets.
Special Qualifications: Demonstrated initiative and leadership qualities; organizational, written and oral communication and interpersonal skills are required. Must have proven ability to work within coalitions and with high-level elected and appointed officials, regulatory agencies and staff.
Email cover letter with attached resume to Jeanne.Ellinport@preventcancer.org with Subject: Director, Advocacy. Position will remain open until filled. The Prevent Cancer Foundation is located in Alexandria, VA; no moving allowance available.
Web Content Specialist
Job Title: Web Content Specialist
Department: External Affairs
Reports To: Managing Director of External Affairs
Date Prepared: July 2015
The Web Content Specialist will coordinate, manage, and update all Foundation content on a high traffic public facing website. Responsible for consistency with Foundation’s vision and style guide, while developing understanding of strategies to help keep content fresh and dynamic. Work with External Affairs staff, technical staff, and vendors to execute initiatives.
Major Responsibilities- Web Content Management:
- Create, update, and maintain Web content in content management system (WordPress and CQEngage, Convio), monitor (quality control) content on live site and trouble shoot or escalate.
- Department expert on content management software, serving as liaison with the External Affairs division with all other Foundation divisions.
- Manage monthly process for annual content reviews and audits; ensure all pages are reviewed on schedule. Produce and maintain accurate reports and logs of upcoming and historic changes.
- Produce monthly analytics.
- Implement and schedule Web promotions, email campaigns, and track results.
- Conduct QA testing, follow-up to resolve issues, and load finished material into content management system.
- Provide backup digital graphic production art support using InDesign.
- Develop relationships with websites to obtain quality links.
- Monitor and continue to improve search-engine rankings.
- Maintain and increase social media profiles on Twitter, Facebook, and LinkedIn, including pushing out quality messages on these channels.
- Drive traffic to website using a variety of methods.
- Develop density of desired keyword on page
- Research popularity of sites linking to page.
- Monitor organization’s online reputation.
- Approve or delete comments on blogs or articles.
- Integrate other online presences including social media outlets with email campaigns.
- 3+ years relevant Web content management and design experience – expert in WordPress or similar content management system for Web applications.
- Excellent written and verbal communication, including strong editing, grammar, and proof reading skills; good listener.
- Excellent organizational and prioritization skills, with some project management experience. Keep track of multiple projects and progress of others on team. Creates action plans to finish projects on time and on budget.
- Possess critical thinking, analytical, and creative talent to develop a concept, idea, fact or content into a strong visual presentation that maximizes communications. Problem solving and follow-through.
- Experience working cross-functionally with multiple departments.
- Ability to interact with senior management. Ability to work independently.
- Team player who also demonstrates leadership skills in a matrix managed organization.
- Requires a minimum of a two-year associates degree.
Email cover letter with attached resume to Jeanne.Ellinport@preventcancer.org with Subject: Web Content Specialist. Position will remain open until filled. The Prevent Cancer Foundation is located in Alexandria, VA; no moving allowance available.
External Affairs Intern
Hours: Negotiable (typically no fewer than 15-20 per week)
Duration: Negotiable (typically coincides with the academic calendar or summer break; one semester or summer at a minimum)
Location: Alexandria, Virginia
Reports to: Department Managing Director or Senior Director
Essential functions (based on department placement) may include:
- Research and draft a variety of materials for the Prevent Cancer Foundation including: alerts; updates; social media messaging; website content; press releases; talking points; etc.
- Participate in Prevent Cancer Foundation advocacy and policy efforts including writing action alerts, creating grassroots strategy, attending relevant hearings and meetings, etc.
- Contribute to marketing and communications efforts in both traditional and digital media
- Support Prevent Cancer Foundation programming including conferences, meetings, exhibits, and events
- Support development team in fundraising and outreach efforts
- Draft correspondence to stakeholder inquiries, emails, and letters as assigned
- Assist with general office tasks (filing, copying, organizing materials, stuffing envelopes, etc.) as needed
- Gain an overall understanding of and skills in nonprofit administration and management including: development; marketing and communications; policy and advocacy; operations; and overall healthcare leadership
- Support the mission and values of the Prevent Cancer Foundation
- Other duties as assigned
- Enrollment in an undergraduate or graduate program
- Independent worker that also works well in a team
- Excellent written and oral communication skills
- Strong organizational and time management skills
- Ability to exercise sound judgment and decision-making
- Positive attitude and interest in learning
- Ability to multitask several projects
- Interest in healthcare and cancer prevention and early detection
- Proficiency in Microsoft Office Suite and basic administrative skills
- Must reside near the Alexandria, VA/Washington, DC area during the internship and be able to come into the office for all hours of the internship. This job description does not include all of the internship duties. Interns may be asked by other supervisors to perform additional duties. There will not be an employment contract with interns, and either the Prevent Cancer Foundation, or the intern, may choose to terminate the arrangement at any time.
How to Apply
Qualified candidates should apply to Christine Gambrell at Christine.Gambrell@preventcancer.org. Please list “Intern Inquiry” in the subject line and include the information below as well as a cover letter and resumé. All candidates must interview either in person or through a conference call.
Full Name: ___________________________________________________________________ Current University Name: ______________________________________________________
Current School Year:
Undergraduate: Freshman Sophomore Junior Senior Graduate Student
Anticipated Graduation Date: ___________________________________________________
Hours Needed per Semester: ____________________________________________________
Potential Start/End Dates: ______________________________________________________
Other Degree(s) and/or Credentials Obtained: _____________________________________
Email Address: ________________________________________________________________
Phone Number: _______________________________________________________________
Mailing Address: ______________________________________________________________
City, State, Zip: _______________________________________________________________
Primary Interest Area:
External Affairs (Communications, Marketing, and Advocacy) Programs
Would you like to receive school credit rather than a stipend? Yes No
Potential interns should address the following questions in their cover letter:
Why do you want to intern at the Prevent Cancer Foundation?
What are your qualifications and relevant experience?
What do you wish to accomplish as an intern for the Prevent Cancer Foundation? What are your career goals?
Where have you previously interned, worked, or gained relevant professional experience?
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