Special Events Manager - Washington, United States - Washington Performing Arts

Description

Washington Performing Arts Payroll Title:
Special Events Manager

Department:
Advancement

Title of Immediate Supervisor:
Director of Advancement

Hours:
Full Time, Exempt

Pay Range:
$57,000 - $62,000

Best Consideration Date:
April 19,2024

Position Information

The Washington Performing Arts Advancement teama creative, impactful, and collaborative collective of arts professionalsseeks an experienced and dynamic colleague to manage Washington Performing Arts's special events.

The Special Events Manager (SEM) carries primary responsibility for managing Washington Performing Artss special events that generate revenue, steward and cultivate donors and patrons, and enhance performance activities as well as the organizations institutional brand.

This is an exciting role offering excellent opportunities to work with a collaborative, supportive, and passionate team while working to engage our diverse community through vibrant gatherings that embody our mission:
to champion the performing arts as a unifying force, and to build a community.

The ideal applicant would be adept in the planning, management and implementation of all special events at Washington Performing Arts, both within Advancement and for the larger organization.

This person plans, coordinates, and executes 20 or so special events per year, ranging from small private dinners and donor benefit gatherings, to coordinating our Music in the Country series people) and the organization's signature fundraising Gala and auction (400+ people).

Washington Performing Arts offers a generous benefits package, where we value our staff and strive for an inclusive culture. Candidates are sought that embrace Washington Performing Artss commitment to DEIAB.

Reporting to the Director of Advancement, this individual also works closely with the Major Gifts Officer (Corporate and Diplomatic events), Manager of Individual Giving (Friends events), and Manager of Advancement Operations and Analytics (Music in the Country, Gala).

This is a key member of the Advancement Team, but this role also serves and collaborates with other departments as project manager in all special events.

Essential Duty #1:
Event Logistics and Administration

Percentage: 80%

Project manage events from start to finish, to include budget, timeline, vendor, staffing, communication, and production element details
Design minute-by-minute logistics of the event, including load in/out, guest check-in, set up and tear down, deliveries, vendor time management and the run of show
Supervise event setup and all services during the event.
Create and communicate staffing roles between yourself, the wider team, and volunteers (if applicable) for staffing Special Events
Conduct site visits to assess fit for required event activities
Manage vendor relationships and contracts such as: catering, decor, A/V, lighting, valet, auctioneer, emcee, auction vendor, instrument rentals, performers, hotels and transportation, graphic designer, teleprompter, venue, video, voiceover

Assist with related event paperwork such as RFPs, contract requests, procurement requests, and follow through on vendor payments, working in partnership with finance and production teams.

Prepare post-event summary reports and final wrap-up documents

Gala-Specific
Oversee auction inventory, and participate in OneCause data entry, cleanup, copy writingfor package descriptions
Oversee seating preferences, including dietary restrictions and premium placements
Manage coordination with volunteers such as Co-Chairs, the Auction Chair, and theWomens Committee
Schedule meetings for all facets of the planning process: marketing, scripting, programming, video concepting, etc.

Essential Duty #2:
Budgeting and General Administrative

Percentage: 10%

Prepare a budget for each event for approval, and manage all budget progress, vendor contracts, and payments associated with each event
Participate in regular team meetings, and coordinate and plan meetings as they relate to special events needs
Facilitate contract and RFP review, feedback, and recommendations
Assist in developing the annual budget for special events
Maintain the staff-wide calendar with special events


Essential Duty #3:
Marketing

Percentage: 5%

Design flyers and other basic marketing materials, and collaborate with the marketing department on graphic design needs, print and digital collateral.

Working with team CCM, write copy for and design structure of event-related email blasts (Wordfly)
Write copy for special event advertising, press releases, website, and social media
Capture images at events and organize/upload them to the Digital Asset Management System
Oversee the design, printing, and mailing of special event collateral, including invitations and programs.


Essential Duty #4:
Guest Management

Percentage: 5%

Track RSVPs in Tessitura, tailored in a way that it can be shared externally
Respond to inquiries about event specifics, particularly for the Gala
Interact with constituents kindly and professionally at events and in the planning process
Work with the Manager of Advancement Operations & Analytics to define guest list criteriaand create mailing lists

Qualifications and Requirements
3+ years of experience in planning, managing, and supervising events, from intimate to large scale (over 300 attendees).
Proficient in all Microsoft Office applications.
Available and willing to work evenings and weekends.
Commitment to Washington Performing Artss Everybody In, Nobody Out ethos

Required Skills
Strong project management and time management skills
Proven ability to meet critical project deadlines and be able to multitask in a fast-paced environment both day to day and at events
Excellent organizational skills, meticulous attention to details, and commitment to accuracy
Strong interpersonal skills with the ability to take the initiative, multi-task, adapt to shifting priorities and be flexible
Strong communications skills, both verbal and written
Ability to think and work independently
Employ problem solving and critical thinking skills to make decisions daily and on-site at events, with management, as needed
Strong budget management
Good judgment, tact, patience, and sense of humor
Affinity for the performing arts and commitment to REDI (Racial Equity, Diversity, and Inclusion) a must

Preferred Skills
Relationships/knowledge of venues and vendors in the local hospitality and event industry

Experience with project management software platform (such as AirTable, Asana, etc.);CRM software (such as Tessitura, Raisers Edge, etc.); and/or auction platform software (OneCause, Classy, etc.)

Strong visual and aesthetic sensibility or experience creating graphics for events, such as flyers, brochures, thumbnails, and banner images, using tools such as the Adobe Creative Suite, Canva, or similar programs a plus
Strong aesthetic sensibility and ability to conceive experiential events with impact
Experience building or directing design for emails and social media for event promotion

Specific Conditions of Work
Completion of a satisfactory criminal background check at the time of employment
The Special Events Manager is a full-time position with office hours from 9:00 a.m.- 5:00 p.m. and additional duties at performances, events, and activities above and beyond regular office hours
Hybrid work schedule: 3 days minimum in office
Must have valid drivers license
Must have reliable transportation
Must be able to staff events on evenings and weekends
Ability to lift 20 lbs. from time to time

Application Instructions
Send cover letter and resume attachment to with position title in subject line

Please note:
Applications without a cover letter will not be considered.

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