Special Events Director
Salary: Overtime Status: Exempt
Reports To: Vice President of Development
The Special Events Director organizes a wide variety of fundraising events for Big Brothers Big Sisters of Central Texas. This position is responsible for special event fundraising equal to about $1M annually, solicits sponsorships and works with committees and volunteers to solicit support for events. In addition, this position includes staffing planning committees, interacting with and engaging volunteers in event activities. The Special Events Director develops strategies for integrating events and event donors into development initiatives and works with the Vice President of Development and 2 other Development staff in donor cultivation. Ensures productivity expectations, customer service and compliance standards are maintained. Abides by the organization’s mission in performing job duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES
To manage and lead all special event fund development:
Bowl For Kids (2018) – responsible for fundraising $175,000
Ice Ball 2018 ‐ responsible for fundraising $715,000
3rd Party and Other Events ‐ $60,000
Total 2018 Event Budget: $950,000
Follow all best practices
Responsible for organizing and coordinating Special Events for assigned area of responsibility.
In conjunction with the Vice President of Development and other senior leadership, develops effective strategies and supports leadership efforts to achieve the fundraising and goals for special events.
Partners with the leadership team to enhance community visibility, establish donor relations, etc.
Participates in creating the annual special events plan and budget which is integrated into the overall Development annual plan.
Provides oversight of the special events budget, including goal setting and goal attainment, to ensure each event's success and growth.
Develops and maintains an annual special events calendar.
Prepares an annual special events audit report.
Responsible for all aspects of special events planning, to include: Creates parameters and purpose of each event; Creates and adheres to an accurate time line for each event; Provides periodic progress reports on underwriting, revenue raised vs. goal, pledges vs. goal, sponsorships secured and ticket sales; Works with volunteer leadership; Secures entertainment/speaker and makes necessary travel or hotel arrangements; Collaborates with Vice President of Marketing on pre‐event publicity; Interacts professionally with event chairs and committee members; Assists in design of invitations and in the layout of the event program; Secures venues and food/beverage in compliance with agency policy; Works collaboratively with Security to assess security needs; Secures decorations and/or centerpieces; Assists in the procurement of auction and/or raffle items and filing for any necessary permits; Assists Development Associate in generating accurate mailing lists, seating charts and name tags.
Responsible for all aspects of post‐event activities, to include: Performs analysis and reporting of attendance and financial goals; Completes verification of invoices and ensures timely payment of invoices; Collaborates with Marketing on post‐event publicity; Proposes and implements changes to events based on post‐event analysis, research, and changing needs of the organization; and secures gifts for chairs and speakers, as appropriate.
Cultivates donor relationships relating to Special Events.
Builds effective and trustworthy relationships with major donors, board members and community leaders.
Keeps current on changing trends in special events and adjusts programs and strategies as needed.
Ensures compliance with the standards established by the Association of Fundraising Professionals.
Manages volunteer committees that support special events.
Responsible for accurate record‐keeping relating to special event activities.
Represents the organization at meetings, community events, conferences, and fundraising, as appropriate.
Other related duties as assigned.
EDUCATION & RELATED WORK EXPERIENCE
Education Level: (minimum & preferred educational requirements necessary to perform this job successfully)
Bachelor's degree (B.A.) from four‐year college or university
Years of Related Work Experience: (minimum & preferred related work experience necessary perform this job successfully)
2 years of experience in fundraising, event planning, volunteer management, or a related field.
SKILLS AND KNOWLEDGE
An articulated belief in the mission of BBBS - preferred
Working knowledge of Raisers Edge - preferred
Must be able to work flexible hours including evenings and weekends.
Must be able to travel within and outside organization region as job dictates.
Must have understanding of the key indicators of a successful event and the implications of actions and decisions on the success of an event.
Ability to translate strategies and plans into budgets and actions.
Ability to identify viable and sustainable special event expansion opportunities.
Ability to effectively prepare or review written acknowledgement letters, contracts and proposals.
Ability to earn the confidence of a wide range of internal and external constituents.
Effective leadership capabilities; able to mentor and coach volunteers.
Possess effective analytical skills.
Ability to manage intense stress with multiple competing priorities while maintaining a positive attitude.
Ability to find humor in day‐to‐day challenges while being focused on solutions.
Ability to manage details and complexity, to handle a variety of tasks simultaneously and to work under pressure.
Ability to effectively represent the organization publicly to the media.
Must be able to speak effectively in a public or group setting.
Be discrete and safe guard confidential information.
Ability to lead, manage, direct, and motivate diverse groups of people and possess the skills to delegate and supervise volunteers.
TRAVEL REQUIREMENTS 60%
A part of your job responsibilities requires you to travel to donor, committee and event planning meetings as well as BBBS events in Central Texas or mostly greater Austin area.
WORK ENVIRONMENT/PHYSICAL REQUIREMENTS
The ability to travel and work outside regular business hours, including some evenings and weekends
The ability to pick up boxes/items weighing up to 30 lbs.
TO APPLY: Please submit a cover letter, resume, BBBS application and references to email@example.com