Special Events Assistant Manager (Full-Time)

EDMONDS CENTER FOR THE ARTS / EDMONDS PUBLIC FACILITIES DISTRICT

POSITION: Special Events Assistant Manager
EMPLOYMENT STATUS: Permanent, Full-Time, Non-Exempt
REPORTS TO: Director of Development
STARTING SALARY RANGE: $50,000-$58,000 ($24.04-$27.88 per hour), Dependent on Experience
POSITION SALARY RANGE: $48,000-$72,000 ($23.07-$34.62 per hour)
BENEFITS: This position is eligible for a competitive package including:
Medical, Dental, Vision benefits available. • Participation in the Washington State PERS retirement plan
and ability to enroll in the Deferred Compensation Plan. • Company paid LTD and Life Insurance, with
option to enroll in voluntary plans. • Employee Assistance Program (EAP) • Healthcare & Daycare Flexible
Savings Accounts (FSA)• Up to 10 days of vacation time per year, up to 12 days of sick time per year, and 14
paid holidays per year.

POSITION SUMMARY:

EPFD/ECA’s Special Events Assistant Manager at Edmonds Center for the Arts (ECA), plays a key role
on the development team, and under the supervision of the Director of Development, supports the overall
planning, coordination, and execution of donor special events, activities, and engagement opportunities.

The Special Events Assistant Manager is a collaborative, proactive, and resourceful self-starter who plans
and facilitates events that effectively stewards donor relationships, generates public excitement, and
provides seamless guest experiences. They are highly organized, experienced in event planning logistics,
and client focused.

By coordinating with various team members and understanding ECA’s community connection and the
impact of our funders and patrons, the Special Events Assistant Manager contributes significantly to the
overall success of ECA’s mission. Like all employees at EPFD/ECA, the Special Events Assistant Manager
must collaborate well with all team members and remain committed to EPFD/ECA’s mission, goals, and
values, while contributing to their evolution.

A Special Events Assistant Manager at EPFD/ECA is committed to justice, equity, diversity, and inclusion,
and strives to continuously reflect these values within both internal and external relationships. They value a
diverse team, are welcoming of different perspectives and approaches, and make sure that their
colleagues and partners feel valued and empowered.

ESSENTIAL FUNCTIONS:

EVENT PLANNING
• In collaboration with the Director of Development, plan and execute ECA’s Annual Gala and

Auction, Center Stage (ECA’s annual sponsorship event), donor receptions and donor stewardship
events.

• Manage gala auction, including creation of online auction website within Greater Giving,

registration for ticketing, charging of credit cards, updating the system as needed, and reporting.

• Develop and coordinate event scripts, show flows, event rehearsals, event planning meetings, and

day of event execution and logistics.

• Coordinate with Production, Operations and Facilities for IT setup and needs for the theater and/or

building during events.

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• Solicit vendor proposals and manage vendor relationships (e.g., master of ceremonies, catering,

rentals, photographers, printed materials).

• Train and coordinate volunteers as needed (e.g., recording, runners, registration, accounting).
• Maintain internal event calendars with timelines to make certain that adequate planning and

DONOR STEWARDSHIP

• Execute innovative recognition opportunities, materials, and events focused on donor and sponsor

stewardship.

• Ensure that systems/programs are in place for all donors and sponsors to receive appropriate,

consistent recognition and accounting of the impact of their gifts.

• Staff donor recognition events as required.
• Attend donor and sponsor calls/meetings as needed.
  

MARKETING & COMMUNICATIONS:

• Work closely with the Marketing team to create event-related publicity and communications

calendar.

• Maintain annual events and engagement calendar for Development Department.
• Coordinate the creation of event materials and content, digital/website copy, and supervise

supporters on matters related to events and engagement activities.

ADMIN & FINANCE:

• Update data in the donor system database. Responsible for capturing event participation, including

invitees, attendees, giving, and post-event feedback.

• In coordination with the Director of Development, manage event budgets and expense tracking.
• Partner with the finance department on the submittal of invoices for payment and tracking of

revenue for ECA’s major events.

Other Responsibilities:

• Stay informed of trends, venues, and technologies related to in-person and virtual events.
• Maintain strong relationships with external collaborating partners, boards, and staff.
• Participate in other projects and perform other tasks as assigned.
  

PREFERRED KNOWLEDGE, SKILLS, & ABILITIES:

• Superior planning and event logistics skills, as well as proven project and volunteer management

skills.

• Skilled at cultivating and maintaining internal and external relationships with people at all levels of

an organization and across a diverse range of cultural, generational, ethnic, educational, and social
backgrounds.

• Excellent organizational and project management skills with the ability to multitask, prioritize,

ensure all goals and deadlines are met in a timely manner, and have a keen attention to detail.

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• Solid verbal, written, proofreading, editing, and presentation skills.
• Abilities to take initiative; manage simultaneous, multiple projects; be flexible; establish priorities;

QUALIFICATIONS, EDUCATION & EXPERIENCE:

• Bachelor’s degree in a related field or equivalent combination of education and experience.
• Must possess a minimum of two (2) years of nonprofit event coordination, development, or related

operate company vehicles.

WORKING CONDITIONS:
This position may have a low to moderate stress level associated with dealing with crowds of public
visitors. The environment is mainly indoors, however position may occasionally be required to work
outdoors and exposed to the elements (heat, rain, etc.).

This is a full-time position; hours of work are typically during the standard work week but must be flexible
and varied to meet the demands of the events of the department and facility. The Assistant Manager staffs
most donor events, requiring some evening and weekend work, and is able to flex daytime schedules
around this work. Must be able to work extended and/or irregular hours including day, nights, weekends,
holidays, as needed and may require work in addition to the standard 40-hour work week in the lead up to
and day of events which may occur outside of the normal workday and/or on weekends. Must have reliable
transportation.

• Standard office environment for administrative tasks. Moderate level of movement around the

venue, often at a quick pace. Includes prolonged periods of remaining in a stationary position in an
office setting and operating a computer.

• May require ability to continuously stand or walk for extended periods.
• May require lifting, climbing, carrying, bending, stooping, squatting, and kneeling for extended

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• Ability to communicate information and ideas so others will understand. Must be able to exchange

accurate information in these situations.

• May require occasional travel.

• The person in this role must be able to perform the essential functions with or without

accommodation.

APPLICATION REQUIREMENTS:
Please send cover letter describing qualifications, resume, three references, completed EPFD/ECA
Application Form and Voluntary EEO Survey (available for download at
https://www.edmondscenterforthearts.org/about/careers-at-eca/) to careers@ec4arts.org OR Special
Events Assistant Manager Search, Edmonds Center for the Arts, 410 4th Ave N, Edmonds, WA 98020. No
phone calls please.

Edmonds Public Facilities District/Edmonds Center for the Arts is an Equal Opportunity Employer and
is committed to advancing equity through our work and to becoming a more inclusive organization.

NOTE: Pursuant to the Immigration Reform and Control Act, all new employees must present acceptable
documents verifying identity, and authorization to be employed in the United States. Additionally, all
applicants must possess a valid Driver’s License.

NOTE: An EPFD/ECA Application Form is required for all EPFD/ECA job openings. It is important that you
review the application carefully. A candidate may be disqualified due to an incomplete application form.
Any individual requiring ADA accommodation during any part of the selection process should advise
EPFD/ECA of the need.

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