Events Manager - Palm Beach, United States - American Humane

Description

American Humane is seeking an experienced Events Manager to plan, coordinate and implement events across the country with emphasis in the Palm Beach area. This position is will be hybrid and reports directly to the SVP & Chief Operating Officer. American Humane is committed to fostering diversity, equity, and inclusion in the workplace. As we seek to fill this position, we highly encourage applicants from diverse backgrounds to apply.

For more than 100 years American Humane has been first in promoting the welfare and safety of animals and strengthening the bond between animals and people. We are first to serve, wherever animals are in need of rescue, shelter, protection or security. Through our innovative leadership initiatives – from our "No Animals Were Harmed" program in Hollywood to broad-based farm and conservation animal welfare certifications, to rapid response rescue and care across the country – American Humane sets the gold standard as the most visionary and effective animal welfare organization in the nation.

Position summary:

The Events Manager has responsibilities related to the planning, coordination and implementation of organizational events hosted in various locations across the country, but with a particular emphasis on events in the local Palm Beach area. Events can range from smaller engagements like weekend breakfasts, a discussion series and donor hosted gatherings to large events and galas for 250(+) people, including the annual Hero Dog Awards gala, an annual prize ceremony, and Congressional briefings. The person in this role will serve as a representative of American Humane, interacting professionally with donors and friends in the Palm Beach community and across the country to advance the organization's mission and goals. The Events Manager reports directly to the SVP & Chief Operating Officer (COO) and works closely with the President & CEO and Executive, Events, Development, Marketing and Communications teams.

Responsibilities:

• Work with and coordinate a wide range of stakeholders, including planning committees, staff, volunteers and vendors to ensure successful events and meetings.
• Process and manage event ticket sales and donations in a timely manner, coordinating with Development and Accounting teams on data entry, producing reports and mailing lists, managing communication preferences, etc.
• Generate written correspondence, prepare mail merges; assemble and send mailings.
• Assist with responding to general inquiries; manage the Palm Beach Events email account.
• Make site visits and find resources to recommend event locations as needed.
• Appropriately request, collect and track in-kind donations from businesses for auctions, drawings, gift bags, etc. and ensure proper recognition.
• Coordinate and book travel for American Humane staff, VIP guests and honorees attending events.
• Compile and manage RSVP and guest lists.
• Prepare meeting agendas, nametags, lists, registration materials, run of show, VIP itineraries, etc. and print, transport and organize materials in lead up to and at internal and external meetings and events; manage details to create an optimal experience for attendees.
• Day-of meetings and events, take the lead to oversee venue, vendors, staff and volunteers; ensuring guest registration, event space set-up, auction coordination, seating charts, audio visual, etc. run smoothly.
• Provide support to President & CEO and other members of the Executive team to ensure they are prepared and briefed for any external meetings or events they are attending.
• Coordinate closely with the Development team to provide post-event support by tracking and reporting donations and preparing follow-up correspondence with attendees.
• Work with Communications and PR teams to review local publications such as Palm Beach Daily News, Palm Beach Post, Palm Beach Society for photos of American Humane events, as well as future events to attend, and coordinate with American Humane's Communications team to ensure AH events are well publicized.
• In addition to coordinating events during the Palm Beach season:
• Help coordinate events and donor visits at American Humane's Sanctuary in south Florida, working with the CEO, the Development, Marketing and Communications teams and Sanctuary staff.
• Work closely with leadership to help coordinate American Humane's annual Hero Dog Awards campaign, including but not limited to: cultivation events, the online competition, sponsor deliverables, and potentially the broadcast show.
• As assigned, participate in selected meetings, dinners and events in the greater-Palm Beach community to represent and raise awareness of American Humane.
• Other duties as assigned.

Essential experience, knowledge, skills and abilities:

• Minimum 3 years proven experience effectively coordinating, from start to finish, all aspects of special events ranging in size from 20 to 200(+) attendees, required.
• Nonprofit events coordination/management experience strongly preferred.
• Demonstrates outstanding interpersonal communication skills, on the phone, virtually, in person, and in writing.
• Conducts oneself in a professional, hospitable manner.
• Very strong attention to detail.
• Forward thinking and anticipating need.
• Exhibits a high level of personal integrity.
• Handles confidential information with discretion.
• Strong administrative skills.
• Ability to remain flexible and adjust priorities as needed.
• Adept at utilizing Microsoft Office Suite, proficient and experienced in Teams, Outlook, Word, and Excel and PowerPoint.
• Experience with donor database (Raiser's Edge) preferred and able to learn new technologies, quickly.
• Excellent spelling and proofreading skills, especially to ensure accuracy of names and contact information.
• Excellent organizational and project management skills; effectively multitasks and manages concurrent projects and responsibilities; meets deadlines.
• Excellent verbal and written communication skills.

Direct reports:

• None

Physical demands and work environment:

• Position is based in Palm Beach, FL, regularly working out of the office, Sanctuary facility, and external event venues.
• Ability to transport, lift and carry supplies weighing up to 25 lbs.
• Set up food, beverages, materials and audiovisual equipment for events in office and other locations.
• Local travel with personal vehicle is required.
• Some national travel is also required.
• Flexibility to work evenings and weekends as needed.
• Must be comfortable with animals, particularly dogs, in office or at events.

American Humane's core values define our workplace, and these values serve as the cornerstone for interactions in advancing our mission and institutional goals. Employees are expected to adhere to all organizational policies and to act as role models, demonstrating American Humane's core values:

• Compassion – Being kind and caring in our interactions with others.
• Accountability - Holding ourselves to the highest standards. Following through on commitments and owning our actions, behavior, and decisions.
• Respect for All – Being professional, listening to others and honoring diversity in all its forms.
• Loyalty to Mission – Staying focused on our purpose and our mission – our nation's most vulnerable depend on us.
• Sustainability - Contributing to being a great place to work and achieving our shared mission and goals to make a difference, now and in the future.
• Honesty, Integrity, Trust – Demonstrating transparency, as trusted stewards of donor resources, supporting our leadership and one another.

American Humane (AH) is an Equal Opportunity Employer with a commitment to fostering and growing diversity, equity and inclusion in the workplace and the humane space.