Special Events Manager

POSITION SUMMARY

The Special Events Manager reports to the Development Director and is responsible for coordinating and overseeing all of the Special Events at San Diego Automotive Museum and ensures that they are executed with the highest standards of professionalism and excellence, while staying within budget. The Special Events Manager works with the Development Director to budget, plan, and implement all fundraising and donor stewardship events.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

· Conceptualize, coordinate, and execute the three primary fundraising events at San Diego Automotive Museum which contribute between proximately 35% of the annual revenue of the organization: 1) Party in the Park Gala 2) Shifting Gear Car Rally 3) Cruising for Drivers Golf Tournament

· Generate events revenue through multiple methods; ticket sales, sponsorships, underwriting, auctions, paddle-raises

· Conceptualize, coordinate, and execute a variety of other Special Events such as stewardship events and the La Jolla Concours Breakfast

· Creatively conceptualize and oversee the design of all events (the atmosphere, the program, check-in/registration process, etc.)

· Work with the Director of Development to budget, plan, and implement all fundraising and stewardship events for donors, prospective donors, volunteers, board members, staff, and other constituents

· Create and maintain event task lists, revenue and expense tracking documents, sponsorship packets, staff and volunteer assignments, run of shows, and event scripts and timelines

· Solicit and secure donated action items

· Responsible for ensuring thank you letters, and other written communication is accurate and sent in a timely manner

· Manage events and event websites through OneCause software

· Create and manage short and long-range events calendar, working with colleagues to strategically schedule events

· Work with the Philanthropy Team, as well as Event Chairs to secure sponsorships, auction prizes and opportunity drawing prize items for events

· Build and maintain positive relationships with Chairs and/or Host Committees by effectively working with them in event planning and execution. Build and maintain positive relationships with sponsors and Honorary Committee members by tracking and fulfilling benefits

· Respond to calls or emails from individuals and other constituents in a timely and considerate manner, or forward to the appropriate staff for follow-up

· Secure and confirm the location of annual fundraising and Special Events

· Work with the Philanthropy Team on event details and logistics

· Obtain competitive bids from caterers and vendors, as appropriate

· Collaborate with and supervise contracted event planners, on-site managers, and vendors including production companies, designers, caterers, florists, auctioneer, etc.

· Ensure the accuracy and management of guest lists, RSVP’s, and acknowledgments.

· Working as appropriate with other VFC team members, generates fundraising and event reports, etc.

· Troubleshoot as needed and analyze results afterward. Host a debrief meeting with staff, the chairs/committee, and the Board of Directors as appropriate

· Work with the Revenue Accountant to reconcile donations post event. Ensure all event related gifts are collected and processed

· Work with the Philanthropy Team to write and edit event-related communications and marketing materials

· Oversee all event related assignments performed by the Development Assistant

· Understand, appreciate, and articulate the mission and vision of the San Diego Automotive Museum, and represent Museum at all events

· Perform other duties as assigned

JOB QUALIFICATIONS

Qualifications, Certifications and Education Requirements:

· Bachelor's Degree or equivalent (e.g., AA degree + 2 years of relevant experience with demonstrated writing competencies.) Three years of hands-on experience in planning, managing and overseeing large scale Special Events, with increasing responsibility and preferably in a nonprofit setting

Minimum Experience: 3 years

· Strong computer skills with proficiency at intermediate-to-advanced level in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint

Skills and Knowledge:

· Proven track-record in leveraging opportunities to obtain events revenue through multiple methods (ticket sales, sponsorships, underwriting, auctions, paddle-raises), and motivating committees and volunteers to achieve revenue goals for events

· Ability to proofread and coordinate event programs, website, and marketing materials

· Demonstrated ability to provide exceptional customer service and sound judgment when dealing with colleagues, committees, vendors, donors, and volunteers

· Demonstrated success in creatively conceptualizing, managing, and executing strategic full-cycle fundraising events

· Superior relationship management and organizational skills with strict attention to detail and the ability to proactively manage multiple tasks effectively

· Ability to focus, set priorities, and remain calm and measured in all situations; must be patient, flex­ible and able to manage different projects concurrently, sometimes under pressure

· Exceptional verbal and written communication skills

· Must be a self-starter with the ability to work both independently and in a team environment

· Must possess a strong work ethic, a sense of urgency and a positive attitude

· Must have a comprehensive understanding of budgets and the ability to maintain and manage event budgets

· Proficiency in OneCause Bidpal, or other event management system

· Experience with Salesforce is preferred

WORK SCHEDULE

The standard work week for this position is 40 hours per week. Evenings and weekends will be required to ensure successful events. The San Diego Automotive Museum is open to the public Tuesday through Sunday and the office is open for business during the following hours, except on holidays recognized by SDAM: Monday through Friday: 8:00 a.m. to 5:00 p.m. Coverage at the office by the program and office staff shall be according to such schedule as developed by the CEO or designee. Able to occasionally work extended hours as needed, with some nights and weekends required during Special Events.

PHYSICAL DEMANDS

As part of the job requirements, the individual must be able to occasionally lift, carry, push, and pull up to 25 lbs. Additionally, they should be able to bend and stoop regularly. The role also requires the individual to constantly sit for prolonged periods, up to 8 hours per day, and consistently sit at a desk and view a computer screen for up to two hours at a time or 7 hours per day. The individual must be able to speak into and use a telephone consistently for extended periods.

WORK ENVIRONMENT:

· Professional office environment

· Small team environment

· Fast paced working with multi-level distractions

SPECIAL CONDITIONS:

· Able to regularly work extended hours as needed, including nights and weekends during Special Events

· Able and willing to drive throughout San Diego County regularly

EQUAL EMPLOYMENT OPPORTUNITY

The San Diego Automotive Museum is committed to equal employment opportunity and non-discrimination in the hiring and employment process.

BACKGROUND CHECK

The San Diego Automotive Museum will be conducting a background check for the candidate(s) seriously considered for the for the position.

REASONABLE ACCOMMODATIONS

The San Diego Automotive Museum is committed to providing reasonable accommodation(s) to qualified individuals with disabilities. If you require accommodation(s) to participate in the hiring process, please let us know.

AT-WILL EMPLOYMENT

Employment with The San Diego Automotive Museum is at-will, which means that either the employer or the employee may terminate the employment relationship at any time for any reason, with or without cause.

HOW TO APPLY

Please go to the following link and click “Apply for this Job” to apply:

No phone calls, please. Position open immediately and will remain open until filled.

NOTE: Your application must include:

· Cover letter

· Resume

Job Type: Full-time

Pay: $33.66 - $37.02 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Evening shift
• Monday to Friday
• Weekends as needed

Application Question(s):

• How many years of nonprofit experience do you have?
• What is the largest event you have organized from start to finish?

Experience:

• Managing events: 3 years (Required)

Ability to Relocate:

• San Diego, CA 92101: Relocate before starting work (Required)

Work Location: In person