Special Events Manager

Department:
Philanthropy

Supervisor:
Vice President of Philanthropy

Employment Type:

Full-Time, Non-Exempt

Compensation: $26.00 per hour

The Special Events Manager will be responsible for planning, organizing, and managing the calendar of signature fundraising events and stewardship events and gatherings, with the primary goal of fostering guest satisfaction and loyalty to help meet Caramoor’s fundraising goals.

• Work closely with the VP of Philanthropy to plan high-quality, inspired, and sought-after, revenue-generating special events.
• Establish and maintain an annual calendar of donor cultivation, stewardship, and special events;
  Manage invitation design, guest list, and mailing process.
• Ensure all logistics are in place and best fundraising strategies are incorporated.
• Prepare budgets for special events and donor-focused hospitality functions;
  Obtain competitive bids from vendors to ensure the lowest bid with the highest quality of service and products.
• Maintain reservations and record Gift-in-Kind for fundraising events utilizing Excel and Spektrix;
  Comply with IRS guidelines regarding benefit payments.
• Oversee the execution of hospitality production for all donor gatherings, including the preparation of timelines and production sheets detailing logistics and attendance.
• Secure auction donations and oversee execution of auctions, when applicable.
• Manage the gala program, securing sponsor ships and ads, and working with the graphic design team.
• Collaborate with the Philanthropy and Special Events Committee on the creative direction of special events, including décor, florals, invitations, and programs;
  Acquire honoree gifts and gift bags for guests.
• Serve as the point person between staff and vendors leading up to and on day-of events;
  Interact with guests and donors at events to build relationships and foster loyalty.
• Work with marketing to develop event publicity strategies and digital/print promotional material.
• Collaborate with the Finance department on event reconciliations.
• Maintain relationships with caterer(s) and event vendors in collaboration with the Hospitality & Facility Rental Manager.
• Monitor industry trends.

Three plus years of leadership in event planning, hospitality, and food service. Experience with fundraising in an arts/nonprofit setting is a plus. Bachelor’s degree in a related field is a plus.

Strong problem-solving and project management skills. Proven leader and manager who displays grace under pressure.

Must have a friendly and professional attitude and work well with the public. Excellent interpersonal, verbal, and written communication, and conflict resolution skills.

Ability to work as part of the Caramoor team in a positive and professional manner. Willingness to be very hands-on and flexible to work on a variety of assigned tasks.

Ability to maintain confidential information; highly organized and detail-oriented with a strong work ethic. Flexibility to adapt to changing priorities and new opportunities. Command of MS Office Word, Excel, PowerPoint, Outlook;
Raiser’s Edge and Spektrix experience a plus.

Ability to work in a busy office environment, maneuver outdoors (in all weather conditions) on 80 acres of woodland trails, gravel pathways and spectacular gardens. Must be able to work evenings and weekends. Ability to lift/move up to 25lbs. Valid driver’s license. Authorization to work in the U.S. is required.

Caramoor Center for Music and the Arts is a vibrant cultural destination where music, art, and nature come together on an historic 81-acre campus of gardens…