Events Specialist

Events Specialist

DEPARTMENT: Resource Development

REPORTS TO: Vice President, Partnerships

FLSA STATUS: Full-time; Salaried, Exempt

Organization Overview

Mission Statement: To inspire and empower all young people, especially those who need us most, to realize their full potential as productive, responsible, and caring adults.

By providing accessible, and holistic, out-of-school enrichment programs and mentorship, we play a vital role in closing the opportunity gap and promoting greater economic, political, and social equity among the young people we serve and the communities they call home. Our focus is on empowering youth to be proactive about their education, their lives, and their futures. We place a high priority on safety, cultural competency, inclusiveness, and belonging. Our organization is embedded in communities of greatest need, and our professional staff reflect the diversity and richness of these communities. Together, we create a nurturing environment where young people can thrive and fully realize their potential.

Position Overview

Boys & Girls Clubs of Silicon Valley seeks a detail-oriented and highly organized Events Specialist to oversee the logistics and production of our annual fundraising events, including but limited to our signature golf tournament, gala, day of the girl, and corporate activations events. This role will focus on ensuring flawless event execution, enhancing donor and guest experiences, and managing vendor and venue relationships.

The Special Events Manager will work closely with internal teams, external vendors, and volunteer committees to ensure all event logistics align with our organizational goals, reflect our mission, and deliver high-quality, engaging experiences for attendees.

As new events are added to the portfolio, the responsibilities may evolve and expand accordingly.

Key Responsibilities:

• Event Logistics & Production
• Plan, coordinate, and execute all logistics for assigned events, ensuring seamless operations and an exceptional donor and guest experience.
• Serve as the primary point of contact for vendors, venues, caterers, A/V teams, production staff, and other event service providers, as well as internal teams that collaborate on event experiences.
• Develop and manage detailed event timelines, production schedules, run-of-show, and scripts to ensure flawless execution.
• Oversee event collateral, including signage, name tags, event programs, and other printed/digital materials.
• Coordinate event setup, breakdown, and on-site management to create a smooth and efficient event experience.
• Oversee compliance with permits, insurance, and safety requirements.

• Budget & Financial Oversight
• Develop and manage event budgets, tracking expenses to ensure events remain within financial parameters.
• Assist in negotiating vendor contracts and securing cost-effective event solutions.
• Provide post-event financial reconciliation and analysis to identify efficiencies and cost-saving opportunities.

• Donor & Guest Experience
• Ensure all event logistics contribute to a high-touch, donor-centric experience, from check-in to post-event follow-up.
• Coordinate guest communications, invitations, RSVP tracking, seating assignments, and event materials.
• Partner with the Marketing team to ensure events align with branding, storytelling, and mission-driven engagement strategies.

• Event Technology & Systems
• Manage event platforms, seating charts, auction software, and other event-related technologies.

• Collaboration & Internal Coordination
• Work closely with the VP of Partnerships and Director of Philanthropy, who will lead sponsorship solicitation, fund-a-need gifts, and corporate engagement.
• Support volunteer committees by providing logistical guidance and ensuring event needs align with committee efforts.
• Coordinate with the Development team to track donor attendance and ensure post-event stewardship is executed.

Why Join Us?

At Boys & Girls Clubs of Silicon Valley, we are committed to creating life-changing opportunities for youth in our community. As our Events Specialist, you will play a critical role in producing high-impact events that inspire donors and generate resources to fuel our mission. If you thrive in event planning, logistics, and behind-the-scenes execution, we’d love to have you on our team!

Minimum Requirements:

• Bachelor’s degree or equivalent experience.
• 3 years of event planning and execution experience, preferably in a nonprofit or fundraising setting.
• Demonstrated ability to successfully plan and execute large-scale events, ensuring seamless logistics and outstanding guest experiences.
• Experience managing vendors, contracts, and budgets with strong negotiation skills.
• Ability to thrive in a fast-paced, deadline-driven environment with strong problem-solving skills.
• Excellent organizational and project management skills with acute attention to detail.
• Strong interpersonal and communication skills, with the ability to collaborate cross-functionally with staff, volunteers, and external partners.
• Must be able to work evenings and weekends as required by event schedules.
• Reliable transportation to attend offsite meetings, vendor visits, and event venues.
• Must pass a Criminal History check and obtain FBI Fingerprint Clearance.

Preferred Qualifications:

• Experience in nonprofit fundraising events or a related mission-driven organization.
• Proficiency in event technology platforms, including registration, seating, and auction software.
• Familiarity with fundraising databases (e.g., Salesforce, Raiser’s Edge) and event software.
• Understanding of nonprofit stewardship and donor engagement best practices.