Special Events Manager

At Heart to Heart International we are committed to strengthening communities through equitable access to healthcare and humanitarian support. As a mission-driven nonprofit, we believe financial stewardship is key to maximizing impact and fostering trust with our donors, partners, and the communities we serve.

Position Summary

The Special Events Manager manages HHI’s fundraising events function, translating Development priorities into annual event plans, budgets, timelines, and measurable outcomes. This position leads the planning and execution of a new signature annual fundraising event, coordinates third-party fundraising events with local donors and organizations, and supports donor cultivation events throughout the year. The Special Events Manager oversees event budgets, vendors, logistics, staff collaboration, and event board engagement to deliver meaningful donor experiences, strengthen community relationships, and increase fundraising revenue.

Responsibilities

• Lead the strategy, development, launch, and annual execution of a new signature fundraising event, including revenue and donor engagement goals, sponsorship strategy, and guest experience.
• Develop and manage comprehensive event plans and timelines to achieve fundraising, cultivation, and engagement objectives.
• Manage all event logistics, including venue selection, contracts, vendors, catering, audiovisual needs, registration, production, permits, insurance, and day-of-event operations.
• Make day-to-day event decisions, manage expenditures, and implement operational adjustments within approved budgets and delegated authority. Seek VP approval for contracts, significant budget changes, and decisions outside established limits.
• Coordinate agreed-upon staff assignments with department leaders and collaborate with Development, Marketing and Communications, Programs, Operations, Volunteer Engagement, and executive leadership. Direct vendors and volunteer committees and monitor completion of event deliverables.
• Develop, monitor, and reconcile event budgets and revenue projections, tracking sponsor ships, ticket sales, in‑kind support, expenses, and net proceeds against approved goals in partnership with Finance and Development leadership.
• Work alongside the event board and volunteer leadership to establish roles, maintain engagement, support sponsorship and attendee recruitment, and ensure accountability for agreed-upon goals.
• Build relationships with local donors, businesses, community groups, and organizations to develop and coordinate third-party fundraising events that align with organizational standards and priorities.
• Create and maintain third‑party fundraising guidance, approval processes, toolkits, and stewardship practices that protect the organization’s brand and support event hosts.
• Plan and support donor cultivation and stewardship events throughout the year, including small gatherings, tours, receptions, and other mission-centered engagement opportunities.
• Identify, solicit, and steward event sponsors and in‑kind partners in coordination with donor relationship managers, ensuring timely recognition, benefit fulfillment, and follow‑up.
• Maintain accurate event, sponsor, donor, and participant records in the donor database. Evaluate event results against approved financial and donor engagement goals, provide reports, and recommend broader changes to Development leadership.
• Support departmental fundraising goals, campaigns, and special projects as assigned.

Additional Responsibilities

This job description is not intended to be an exhaustive list of duties. The employee may be required to perform other duties as assigned to support departmental and organizational needs of Heart to Heart International.

Qualifications

• Demonstrated ability…