Assistant Director, Events

ABOUT THE ORGANIZATION

At the Lucile Packard Foundation for Children's Health, we are a team of dedicated individuals with a shared commitment to helping kids and families live healthier lives.

We do this by:
• Fundraising for Lucile Packard Children's Hospital at Stanford and the maternal and child health programs of Stanford University School of Medicine.
• Raising awareness of children's health issues.
• Promoting a system of care that improves the lives of children with special health care needs and their families  

To learn more visit: https://www.lpfch.org/

 

POSITION SUMMARY

The Assistant Director, Events oversees the production of events to generate philanthropic support for Lucile Packard Children's Hospital Stanford and the child health programs at the Stanford University School of Medicine. The primary function is to manage the execution of a wide range of donor cultivation and stewardship events, including, but not limited to: receptions, dedications, dinners, webinars, and panels. This role also supports the execution of the biennial fundraising gala, "The Dinner". 

The Assistant Director, Events will join a team of four who are collectively responsible for creating and implementing a comprehensive engagement strategy through live and virtual events at the Foundation. The Assistant Director, Events will report to the Director of Events and Community Relations.

 

Operational Responsibilities:

• Manage a portfolio of live, virtual, and hybrid cultivation and stewardship events for Annual Giving, Gift Planning, Major Gift, Principal Gift, and Campaign teams. 
• Partner with and support the Director of Events and Community Relations on significant signature events.
• Own a portfolio of virtual engagements, adhering to best practices, and diligently tracking outcomes.
• Collaborate with field officers and stakeholders across the organization, hospital, and School of Medicine to shape events that bolster our philanthropic priorities and effectively communicate those messages to donors and prospects. 
• Maintain strong communications with all event stakeholders, ensuring that all have a clear sense of the event objectives. 
• Partner in the production of communications for events, including itineraries, briefings, invitations, correspondence, and other collateral. 
• Work in close collaboration with colleagues in other Development program areas to ensure coordinated strategies and clear communications related to all donor events. 
• Evaluate, refine, and enhance annual events and event models.
• Ensure excellent customer service, client support, and seamless navigation of Foundation events. 
• Enlist doctors and/or hospital staff to attend events and stay abreast of doctor's research and clinical interests.
• Produce and manage event production timelines. 
• Select appropriate venues and vendors for each event (caterers, photographers, audio-visual, valet, etc.) and work with vendors to ensure success. 
• Manage invitation lists for events, including tracking responses and regularly routing lists of responses to event stakeholders.
• Produce reports on event attendance and prepare post-event data to establish return on investment.
• Responsible for ensuring event and attendance data is accurately captured in the Raiser's Edge database.
• Support the planning and execute a significant portion of our gala, The Dinner. 
• Manage all aspects of event budgets, including forecasting, payment of expenses, and collecting revenues in an accurate and timely manner. 
• Keep abreast of the latest event trends. 

 

Leadership Responsibilities: 

• Leads, coaches, mentors, and develops direct reports and junior team members to ensure continuous learning and growth opportunities.
• Establishes individual staff goals and objectives in alignment with and support of departmental and Foundation goals.
• Ensures direct reports are trained in their assigned job functions and as back-ups to other positions as appropriate.
• Provides regular, ongoing, honest and constructive feedback to staff including timely and objective performance appraisals.
• Promotes a work environment where staff feel engaged, valued and can do their best work.
• Embraces diversity in all its forms to ensure departmental and Foundation staff are treated with respect, dignity, and empathy at all times and in all situations.
• Recognizes staff accomplishments and achievements at the individual and team level and regularly seeks opportunities to express gratitude and appreciation.

 

Other Responsibilities: 

• Understands, supports, and models the Foundation's Core Values at all times.
• Takes responsibility for career development and seeks opportunities to enhance the department and the Foundation's skills and knowledge.
• Shows initiative to take on additional tasks, duties, and assignments to ensure the department fulfills its responsibilities.
• Recommends new approaches, procedures, and processes to effect continual improvements in the efficiency of department and services performed.
• Performs other related duties as assigned.
• Regular and predictable attendance is required.

NOTE:  We are a dynamic organization in a rapidly changing industry.  Therefore, the responsibilities associated with this position will change from time to time in accordance with LPFCH's business needs.  More specifically, the incumbent may be required to perform additional and/or different responsibilities from those set forth above.

 

EDUCATION AND EXPERIENCE

Required: 

• 6-8 years of experience planning and executing events

Preferred:

• College level coursework in hospitality management, communications, public relations, marketing, or event management
• 5+ years of experience working in a non-profit, planning and executing fundraising events.
• 1+ years of leadership/staff management experience.
• 1+ years of experience producing virtual events
• Experience working with event volunteers.
• Experience executing successful fundraising galas.
• InDesign and Photoshop experience. 

 

COMPETENCIES, SKILLS, AND JOB-RELATED REQUIREMENTS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

A self starting and resourceful manager of projects and events who is successful with minimal supervision in a high-stakes environment

• Ability to establish priorities, manage shifting priorities, and seamlessly manage numerous time-sensitive projects Ability to independently anticipate roadblocks, create viable solutions to problems, and manage up and around to decision makers to efficiently decide on the appropriate path forward 
• Ability to manage a high volume of work that is characteristic of rhythms of intensity (e.g. preceding event day) while maintaining exceptional attention to detail 
• Ability to follow through and execute without dropping balls or taking missteps 
• Ability and excitement to complete necessary administrative tasks (e.g. capturing notes, disseminating and tracking next steps, forecasting and tracking budget)

An adaptable and growth-oriented professional who is able to learn quickly and with purpose 

• Ability to receive and retain a high volume of information 
• Ability to learn new content quickly 
• Comfortability with iterative work that involves frequent and thorough feedback loops 
• Comfortability with a fast paced and high stakes working environment 

A relational professional who is able to work with a wide range of stakeholders with a customer service mindset 

• Ability to anticipate and deliver on the needs of partner teams (internal to LPFCH) while differentiating approach to meet people where they are and bring out their best ideas and contributions
• Ability to build relationships with LPCH and SAM faculty and influence them to execute and find success in events with which they are involved
• Ability to manage vendors successfully including clear expectations, monitoring progress to outcomes, and providing immediate and direct feedback when things are off track
• Possesses the confidence, presence, and composure to be successful with building credibility with external stakeholders and senior LPFCH leadership 

A strategist who is able to successfully manage against ambiguity, shifting priorities, and curveballs 

• Understands the mechanics of managing project working groups from work or experience in a similar or analogous context
• Ability to connect the dots across many stakeholders and many projects to successfully keep all initiatives on track 
• Ability to choose strategies and actions that are most important to reaching desired outcomes and minimizing risk 

A strong written communicator with the ability to manage self and others to strong outputs 

• Ability to partner with partner teams (internal to LPFCH), faculty, and senior leadership to establish clear program themes and narrative arcs
• Ability to gracefully provide feedback to faculty to help them to create presentations that are accessible to all audiences 
• A solid to strong command of the written word, producing email communications, documents, project plans, etc. that are free from errors and professional 

Motivated by the LPFCH mission and values: 

• Possessing a genuine interest in improving the health and well-being of children and mothers 
• Deeply committed to the principles of diversity, equity, inclusion and belonging 
• Inspired by four cultural values: Commitment to Children's Health, Excellence, Integrity, and Gratitude 

Mindsets and Values  

• Team oriented and derives joy from helping others succeed
• Comfortability with ambiguity; energized by responsibility of driving forward clarity  
• Enjoys iterative work  
• Driven by results, perseveres in the face of challenges  
• Energized by working behind the scenes in service of delivering outcomes for others  
• Ability to work with sensitive and confidential information maintaining the highest level of confidentiality, and comply with HIPPA regulations at all times
• Willing to travel locally and potentially long-distance when it becomes safe to travel
• Willing to work evenings and weekends as needed

 

The Lucile Packard Foundation for Children's Health is an equal opportunity employer and as such is committed to equality of opportunity for all its employees. Reasonable accommodation will be considered for employees requiring such to perform the essential functions of this position. 

 

HOW TO APPLY 

To learn more and apply visit: https://bit.ly/2Qg00zV