Special Events Manager

Job Description: Special Events Manager

Laura's House is in search of a dynamic Special Events Manager to lead, direct, and collaborate on creating warm and welcoming events that align with the organization's development goals. Working closely with the Chief Executive Officer (CEO), Chief Development Officer (CDO), and the Development team, this position plays a pivotal role in coordinating all event fundraisers as part of the comprehensive development strategy. We are seeking an individual with experience in nonprofit event coordination to enhance our fundraising efforts.

Laura's House hosts several significant annual fundraising events, including the spring educational fundraiser Brighter Futures, the summer Hope Golf Tournament, and the gala in October, coinciding with Domestic Violence Awareness Month. Additionally, we partner with external groups for events like the wine mixer Falltacular, Orange County Community Foundation's Love Is 24-hour crowdfunding campaign, a client holiday party, and volunteer recognition events.

The Special Events Manager will collaborate closely with staff, volunteers, and committees to ensure the successful execution of events from start to finish and the achievement of special event fundraising goals. This role requires excellent communication skills, a strategic mindset, and a genuine passion for the mission of Laura's House.

This role offers a unique opportunity to make a meaningful impact while contributing to the overall success of Laura's House.

Duties and Responsibilities:

Event Planning and Management

• Collaborate with the CEO and CDO to plan, coordinate, and execute annual fundraising events, including the annual gala, Brighter Futures Luncheon, Hope Golf Tournament, Falltacular Wine Event, donor appreciation events and provide support for occasional opportunistic Special Events hosted by third-party organizations.
• Manage all event logistics including budgeting, venue selection, vendor coordination, organization of silent/live auctions and opportunity drawings, and event marketing.

• Provide support for other Laura's House programmatic events (capital campaign, major donor or volunteer recognition, graduate holiday party, etc.).

• Serve as a Liaison/support for all third-party events benefiting Laura's House including Falltacular and corporate fundraisers.

• Coordinate and oversee committee meetings.
• Create and manage event checklists and deadlines.
• In partnership with the Fund Development staff, solicit and secure sponsorships for all Special Events ensuring revenue goals are achieved.
• In partnership with the Volunteer Coordinator, oversee the recruitment and training of volunteers for each specific events and produce and implement volunteer job descriptions, assignments and schedules.
• Manage all aspects of auctions and opportunity drawing prizes, including solicitation, management, tracking, reporting, and acknowledgment of vendors/donors.
• Manage event budgets and conduct post-event reconciliation, reports and correspondence.
• Maintain an accurate, detailed list of pre-event registrants and post-event attendees, which may include guest preferences for seating, ticket/table sales, meals and other event-related needs
• Ensure events are properly staffed and when necessary, supported with Laura's House volunteers.
• Manage vendor relations prior to and during set-up, check-in, operations, and clean-up for all events.

Communications/Marketing:

• Responsible for all communications regarding event promotion, including print and electronic event invitations, communications, day-of-event materials, and post-event advertisements.
• Collaborate with staff and marketing team to create language and text used for event invitations, website, social posts and other communications.
• Create and distribute internal event briefs with attendance lists, key program info and timelines to create awareness among staff and key stakeholders about attendees and events.

Data Management and Reporting:

1. Use event planning software and CRM (Qgiv/Bloomerang) to maintain and track event activity, including sponsorship, attendance lists and payment.
2. Create, track, and report event budgets, purchases and deposits
3. Maintain accurate and up-to-date event planning programs (Qgiv) and donor database records (Bloomerang) ensuring confidentiality and compliance with data protection regulations.
4. Generate reports and analyze data to evaluate fundraising event efforts and campaign effectiveness.
5. Assist in data collection including volunteer hours in preparation and during events.
6. Perform other reasonably related business duties as assigned by the CEO, CFO, and CDO.

Donor Acknowledgement and Recognition:

1. Collaborate with CDO to ensure that acknowledgment letters and tax receipts are sent to sponsors, attendees, and auction donors issued through the event software (Qgiv) or in hard copy are accurate and up to date.
2. Implement a stewardship plan for event donors & identify new opportunities to provide exceptional donor stewardship.

Qualifications:

• Three or more years of proven experience in fundraising, event planning, and volunteer management.

• High level of proficiency in basic computer programs and relevant software applications; including proficiency in Microsoft Word, Excel, PowerPoint, and general donation platforms.

• Marketing proficiency and strong customer relations ability.
• Understanding of domestic violence (preferred, but not required).
• Ability to work independently, give directions, and handle a fast-paced environment.

• Professional personal presentation, customer service orientated with positive attitude
• Works patiently, professionally, and cooperatively with excellent organizational skills and attention to detail

Key Competencies:

• Excellent verbal and written communication skills.

• Ability to understand, analyze and develop budgets

• Deadline-driven with strong organizational skills and attention to detail.
• Ability to work independently and collaboratively with staff, volunteers, and high-level donors.
• Flexibility in response to changing priorities.

• Demonstrates creativity, initiative, thrift, enthusiasm for working with a wide range of individuals.

• Ability to respond effectively to the most sensitive inquiries or complaints.

Key Duties:

• Schedule, organize and make records of committee meetings for each event, including the preparation and distribution of minutes, and follow up as needed with volunteers
• Plan, organize, and maintain the development events calendar with consideration of the organization's other activities and programs.
• Coordinate with design and PR vendors to ensure that event sponsorship, marketing, and all other print and virtual materials are up to date and follow brand guidelines.
• Obtain necessary event permits and licenses, ensuring compliance with all regulatory, legal, safety, and insurance requirements.

• Maintain a payment schedule for event vendors and track all invoices and receipts.

• With support from the CDO and Development and Donor Relations set up online fundraising/registration platforms for all fundraising events/campaigns.

• Create, track, and report event budgets, obtain necessary permits, and ensure compliance.
• Maintain detailed lists of registrants and attendees, ensuring proper staffing.
• Manage vendor relations, contracts, insurance, and payment schedules.
• Oversee all logistical aspects of events including negotiation of service contracts to ensure that high production value and target revenue projection are met
• Identify new event donors and sponsors through research, committee members, and networking, including in-kind
• Able to keep up to date with event management themes, trends, and possess creative vision.

Reporting and Status:

• Reports to the Chief Development Officer.
• FLSA Status: Exempt, full-time.

Qualifications & Experience:

• Bachelor's degree or equivalent years of relevant work experience.
• 3+ years of event planning and management experience, including galas, golf tournaments, and donor cultivation events.
• Proficient in Microsoft Office Suite or related software.

Preferred Skills & Traits:

• Excellent verbal and written communication skills.
• Strong attention to detail, organizational skills, and ability to multi-task.
• Ability to effectively partner with leadership and colleagues to ensure deadlines are met, while navigating multiple priorities and deliverables.
• Ability to communicate effectively with various internal and external audiences, including donors, volunteers, vendors, and key stakeholders.
• Dependable, committed to transparency, and results-driven.
• People-oriented, supporting a positive working environment.
• Fluency in event and donor database programs preferred
• Ability to read, analyze, and interpret the most complex documents.

• Ability to calculate figures and amounts such as discounts, mark-ups, interest, proportions, percentages, area, circumference, and volume.

Additional Information:

• Must have a valid California driver's license, current automobile insurance, and reliable transportation.
• Ability to work extended event days, stand and walk for long periods, and lift/move up to 40 pounds.
• Background check required.

Note: The above job description is comprehensive but not exhaustive, and additional duties may be assigned as needed.

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