Special Events Manager

Reports To:

Vice President/Chief Advancement Officer

Position Summary:

This position will work closely within the Development team (and partners with the Marketing, Production and Artistic teams) to successfully strategize and execute the Jacksonville Symphony's signature fundraising event:
The Annual Gala and Patron Party, and will also be responsible for coordinating all donor-centric events. This position also provides Development Department support and logistics for all donor parties, receptions, the Donor Lounge and event-related benefits.

• Develop event plans, timelines, event logistics, budget, and income projections.
• Oversee contract bidding, volunteer committees, catering staff and logistics.
• Coordinate decoration and entertainment.
• Serve as primary staff contact with the Gala Committee
• Coordinate with the Symphony's Artistic team to develop a musical experience for guests that will include all or a portion of the Jacksonville Symphony and possibly a guest artist.
• Create annual marketing schedule for all activities related to the Gala
• Coordinate creation of Gala invitation, program, and other printed material with marketing team
• Facilitate activities of event volunteers, including their duties and meetings.
• Design and maintain a comprehensive solicitations calendar, reporting as necessary and upon request.
• Write and present event sponsorship proposals.
• Fulfill donor recognition and benefits as related to events.
• Manage and create all needed event materials, including but not limited to, mailings, invitations, and in-event collateral.
• Manage and maintain mailing lists for individual and corporate sponsorship.
• Accept and manage feedback, as appropriate, to improve effectiveness and results of events.
• Oversee accuracy of information and data for event pages on the website.

• Coordinate all donor events, including the Annual Platinum Donor Dinner and Donor Dress Rehearsals
• Create and distribute yearly stewardship and donor benefit calendar. Communicate essential details of donor events to all departments.
• Oversee logistics, budget, catering staff, and auxiliary vendors.
• Manage the invitation and RSVP process.
• Serve as primary contact with valet parking service for Conductor's Club.
• Serve as primary contact with Jax Events and Center for the Performing Arts venue management for Donor events
• Manage Donor Lounge for donor receptions: pre-concert, intermission, and post-concert. Coordinate staffing schedule with Development Team
• Coordinate bar service with Venue Management (Savor)
• Coordinate snack service and set up snacks

• Serve as the primary contact with valet parking service for Donor Conductor’s Club/Intermission access and for other Donor events.

• Maintains and reconciles expense budgets for each benefit event, ensuring careful resource management.
• Reconciles all proceeds from fundraising events to ensure the appropriate designation and disbursement of funds.
• Track and evaluate progress in achieving financial objectives.
• Monitor progress to goals and respond to feedback to improve results.
• Report progress and financial results monthly to the Chief Advancement Officer for integration with the overall departmental financial reporting.

• At least five (5) years of experience in event planning; nonprofit experience preferred but not required.
• Bachelor's degree required.

• Exceptional leadership, facilitation, planning, verbal and social skills with an interest in volunteer and member recruitment, building constituency groups and external relations.
• Exceptional written skills with the ability to express information clearly, concisely and with precision.
• Strong sense of style and panache required for high-level donor functions
• Poised under pressure.
• Experience working with volunteer Board leadership.
• Affinity for working in a team environment and facilitating positive two-way communication across departments.
• Past experience working with volunteers
• Ability to implement and support strategies for cultivation, stewardship, and recognition of volunteer and member constituency groups.
• Highly organized with exemplary attention to detail.
• Flexible, works well under pressure and deadlines.
• Ability to manage multiple projects along with a collaborative work style.
• Sense of humor.
• Curious, motivated, and willing to self-learn.
• A strong interest in the arts is required; experience with a symphony is preferred.

The Jacksonville…