Description Summary: We seek to foster a culture of philanthropy within the organization that values our donors. We emphasize the lifetime value of our donors and invest in building long-term relationships. Our donor-centered approach recognizes the needs and priorities of our partners while remaining aligned to our organizational mission and strategic priorities. The Special Events Manager reports to the Senior Director, Development and Events and is a leading member of the Special Events team within the Advancement Department. The Manager serves as a liaison between events and the development team, marketing team, vendors and donors. The Manager is also responsible for the management and development of the Catholic Renewal Donor group and plays a lead role in all Catholic Charities signature events.
Essential Duties and Responsibilities
Special Events: - Assist Senior Director of Development and Events with all special events, including but not limited to fundraising events and donor cultivation events including Annual Gala, Christmas Luncheon, Cardinal's Open Golf Event, Wine Tastings, donor mass and receptions and silent and live auctions.
- Responsible for maintaining event financial reports, budgets, guests lists, seating lists and all event timelines and materials.
- Manages and coordinates all event logistics including venue contracts, entertainment, decor, production, vendors, menu planning, BEOs, auctions etc.
- Liaison with marketing team on printed materials (i.e., schedules, invitations, programs, signage, nametags, seating cards, etc.)
- Manages production schedules, providing technical assistance at events as needed.
- Manages and oversees all event staffing and volunteer coordination.
- Drafts correspondence and documents related to events.
- Coordinates solicitation, save the date and invitation mailings.
- Oversees on-site event management, production, load-ins and close-down for events.
- Collaborates with Operations Team to ensure data is captured in Fundraising Team's Raiser's Edge CRM. Use the full capabilities of the Events Module. Ensure mailing lists and attendance are tracked.
- Provides and oversees administrative support including preparing and submitting check requests, archiving event materials, event storage and inventory, shipping, and other support as needed.
- Other tasks and responsibilities depending on the specific needs of the department
Catholic Renewal (CR): - Oversee the events and activities of Catholic Renewal, a specialized donor group which fundraises for the Catholic Charities Feeding Our Neighbors Program annually through a series of events including wine tasting, St. Francis Reception, Summer Cocktail reception and Holy Week mass and reception.
- Work closely with the leadership of Catholic Renewal on all events and event materials, including invitations and sponsorship forms, email blasts, and other design materials.
- Manage CR event logistics including financial records, mailings, invoicing, venue and vendor coordination.
- Responsible for maintaining the CR contact list, coordinating email blasts, tracking attendance and donations to all events, and reporting updates back to CR leadership.
- Liaison with the Senior Director of Development & Events and Special Events Associate on all CR events and activities.
Position Type and Expected Hours of Work: This is a full-time position. Days and hours of work are generally 9:00 AM to 5:00 PM Monday - Friday with a hybrid work schedule. Please note that additional night and weekend hours will be required to meet deadlines and attend events.
Working conditions and physical demands: The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- Travel at least 20% of the time using public transportation or vehicle, traverse city streets, occasionally ascend/descend stairs, and be exposed to outside weather conditions.
- Remain stationary using a computer at least 50% of the time, in meetings and/or events.
- Carry a laptop or iPad to offsite work locations.
- Ability to operate standard office equipment.
Salary range: $70,000.00 to $75,000.00 a year.
Qualifications Education and/or experience:
- Bachelor's degree.
- Minimum five years' experience in non-profit fundraising events or in Development for a not-for-profit.
- Donor management, solicitation, and/or volunteer management experience a plus.
- Must be organized, detail oriented, deadline driven and demonstrate follow through on cultivation leads and gift fulfillment.
Skills, Licenses, and/or competencies: - Excellent organizational skills and attention to detail
- Ability to multi-task, juggle multiple projects and multiple and simultaneous deadlines.
- Excellent written and verbal communications.
- Team player.
- Professional manner and strong interpersonal skills.
- Entrepreneurial and ability to take initiative.
- Able to work in a highly sensitive environment where confidentiality is essential.
- Strong computer skills; including Microsoft Office, Internet research, Raiser's Edge CRM.
- Able to work extended hours and late nights as dictated by events.
- Knowledge of protocol and etiquette standards.