Special Events Manager

JOB TITLE: Special Events Manager

DEPARTMENT: Office for Institutional Advancement

REPORTS TO: Director of Development

FLSA STATUS: Full-time, Exempt, Salaried

MISSION

The mission of Marist School is to form the whole person in the image of Christ through instruction grounded in religious values, the teachings of the Catholic Church, and the spirit of the Society of Mary. This mission is advanced through communal pursuit of excellence in academic, religious, extracurricular, leadership, and service programs.

SUMMARY

The Special Events Manager is a central member of the Office for Institutional Advancement (OIA), which is responsible for all external relations for Marist School and includes Development, Alumni Engagement, and Communications. Reporting to the Director of Development, the Special Events Manager also works closely with the Director of Alumni Engagement and all OIA teams. She/he is responsible for event planning, management, and execution. As part of the event process, she/he will also interact with members of the Marist School community across all constituencies. In addition, the Special Events Manager will oversee the annual Development events budget and help manage the Alumni Engagement events budget. She/he will also maintain relationships with campus partners and external vendors who provide event services.

This is a 12-month, full-time staff position. The hours for this position are generally 7:30 a.m. to 4:00 p.m., Monday through Friday, with some evening and weekend commitments.

RESPONSIBILITIES

Under the supervision of the Director of Development, in consultation with the Director of Alumni Engagement, and in collaboration with OIA Leadership Team members as directed, areas of responsibility include the following:

• Responsible for the management and oversight of all Development events and Alumni annual signature events. Plan, implement, and staff cultivation, stewardship, celebration, and engagement events for Development and Alumni teams. (Event calendars reviewed and confirmed annually.)
• Serve as the primary lead and point person for all Development events and Alumni annual signature events.
• Develop and maintain event planning timelines and checklists for all Development events and Alumni annual signature events. Ensure that best practices are followed for all events. Aspects for event planning include, but are not limited to, scheduling, communications, budgeting, and logistics.
• Manage response tracking, invitee and attendee follow-up, and nametag and sign-in sheet production for all Development events and Alumni annual signature events. Ensure consistency for these processes. (Work with Alumni Engagement Coordinator as assigned for specific events.)
• Monitor event registrations and provide weekly updates to department heads and prospect managers to ensure event registration goals are on track. Evaluate event communications plans and provide suggestions on how to increase event registrations if needed.
• Coordinate and liaise with the Communications team on print and electronic items for Development events and Alumni annual signature events including, but not limited to, save-the-dates, invitations, programs, prayer cards, menu cards, push pages, landing pages, and social media plans.
• Coordinate and liaise with the Alumni Engagement Coordinator who will work directly with the Alumni Board Special Events Committee and sub-committees on Alumni annual signature events.
• Work in collaboration with the Alumni Engagement Coordinator to oversee and serve as the two primary contacts for the Alumni Golf Committee. Provide direction and oversight of committee and tournament. Work with the Alumni Engagement Coordinator to prepare for and host quarterly committee meetings.
• Prepare OIA Leadership Team and school leadership for events and meetings including, but not limited to, providing briefing packets (schedule, directions, attendee lists, prospective and current donor information, talking points, etc.); drafting agendas; and preparing handouts and other event materials as needed. Collaborate with Advancement Executive Assistant and Alumni Engagement Coordinator as needed.
• In addition to site visits and scheduling of space, coordinate with outside venues to secure contracts, set menus, order audiovisual equipment, and confirm any other event-related details.
• Develop and manage budget for each event (with approval from department heads); coordinate receipts, invoices, and check requests with Advancement Executive Assistant and Alumni Engagement Coordinator.
• Serve as a representative and speaker at Development events and assigned Alumni annual signature events.
• Consistently monitor the impact of OIA events and make recommendations to improve efficiencies and effectiveness of event operations. Facilitate post-event debrief sessions on a regular basis to collect feedback from OIA team and conduct an annual event analysis to confirm areas of success and to identify trends as well as opportunities for improvement.
• In collaboration with the Director of Advancement Services, ensure all events are coded and all attendees are recorded in the Raiser’s Edge database.
• Communicate relevant constituent information to the Advancement Services team as appropriate.
• Coordinate with the Director of Facilities to complete facility request forms to guarantee proper set-up and breakdown for events.
• Work with the Calendar Coordinator to schedule campus events for the school year.
• Ensure special event information is accurately maintained on the OIA calendar, Marist School calendar, and other calendars as appropriate.
•  Maintain supplies that are necessary for events.
•  Other special projects and duties as assigned.

EXPERIENCE AND QUALIFICATIONS

• Bachelor’s degree required.
• 3-5 years of experience in a fast-paced environment, preferably in events or communications at an educational institution or non-profit organization.
• Demonstrated success is planning and implementing special events and meetings.
• Excellent project management, organizational, and time management skills with the ability to manage multiple deadlines and projects simultaneously.
• Strong oral, written, telephone, and e-mail communication skills; ability to communicate effectively with a variety of constituents.
• Ability to remain poised and creatively problem solve under pressure.
• Ability to take initiative to meet deadlines in a time-sensitive and fluid environment with strong attention to detail and accuracy.
• Excellent interpersonal skills with the ability to work independently and as part of a team.
• Ability to build collaborative relationships with colleagues, constituents, and vendors in order to foster effective, reciprocal communications and promote a collegial environment.
• Ability to navigate change and manage challenges in a positive and professional manner.
• Ability to maintain confidentiality when dealing with proprietary information and sensitive situations.
• Flexibility to work evening and weekend hours as needed and to adjust to peak periods in the workflow.
• Highly proficient in Microsoft Office, including Word, Excel, and Outlook; experience with Raiser’s Edge software preferred.