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. Job Duties & Responsibilities 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 sponsorships 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. Required Skills and Qualifications: Experience and Education: 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. Management Skills: Strong problem-solving and project management skills. Proven leader and manager who displays grace under pressure. Customer Service & Communication Skills: Must have a friendly and professional attitude and work well with the public. Excellent interpersonal, verbal, and written communication, and conflict resolution skills. Collaboration: 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. Administrative…

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