Manager, Special Events

The Manager of Special Events will work with the Director of Events to plan, coordinate, and execute events for NJPAC’s Development Department and Women@NJPAC. The manager will lead the development and production of fulfillment and member events that advance donor involvement, cultivation, and stewardship. Additional responsibilities throughout the year include supporting two large–scale Fundraisers and providing administrative support for the Women@NJPAC Board of Trustees. This position is an essential aspect of the fundraising effort and supports the overall donor experience through fulfillment and member events and multi- faceted fundraisers grossing upwards of $2.8 million annually for the Arts Center. This candidate must bring to the position maturity and professionalism and the ability to manage several projects at one time. In order to be successful, the candidate must be highly organized, manage logistics and details with ease, and bring exceptional interpersonal skills. She/He/They must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, and be willing to work events during occasional evenings and weekends. The event manager will provide outstanding customer service, be an enthusiastic team player, pay attention to detail, and be able to manage relationships with internal staff, vendors, volunteers, trustees, and donors.

Event Planning and Production

1. Support strategic development and coordinate calendar of events in collaboration with Director of Events
2.  Develop and execute high quality events that integrate fundraising goals and advance donor involvement
3.  Manage event production including timelines, budgets, invitation lists, managing RSVPs and guest lists, and post-event follow-ups.
4.  Manage event logistics including communication with volunteer leaders, consultants, caterer, internal staff, and other management or vendors depending on type of event.
5.  Assist with booking spaces, arrange catering, ordering supplies, and help ensure appropriate décor (linens, florals, etc.) to meet quality expectations
6.  Manage event needs for on-site production, including room layouts and manage clean- up for events
7.  Prepare event materials (name tags, materials, menus, packages, gift bags, registration lists, seating cards, etc.)
8.  Propose new ideas and best practices for event-related matters and brainstorm and research new programs and initiatives

Marketing and Communications

1.  Work with NJPAC staff to oversee creation of all event materials including save the dates, invitations, eblasts, and other event collateral
2.  Add new projects into Marketing workflow using Wrike Project Management software
3.  Provide design concepts and copy
4.  Act as liaison with internal staff for review and approvals
5.  Help manage and maintain the Women@NJPAC website and social media platforms, including Facebook, Twitter, and Instagram
6.  Support event journal production

Database Management

1. Update and maintain donor records, ensuring that contact details and biographical information for donors and prospects is accurate
2. Ensure that event sponsor solicitation ask and gift updates are entered into the
3. Salesforce CRM system promptly and accurately
4. Provide support for online event portal (Classy): upload event details and design elements, draft and schedule notifications, manage ticketing and registration, create  auction items, etc.
5. Manage event details in Salesforce CRM system, such as creating and maintaining marketing lists, helping develop reports and metrics, creating registration pages, uploading final attendance information, etc.

Administration

1. Provide general administrative support to the Managing Director of Women@NJPAC, which may include Trustee stewardship efforts such as Birthday shoutouts and Board communications.
2. Coordinate and administer logistical aspects of Women@NJPAC’s Board of Trustees board and committee meetings, and special events, including reserving meeting rooms, arranging catering, materials and equipment
3. Take minutes at Women@NJPAC meetings and prepare for review
4. Provide administration duties for Women@NJPAC, including photocopying, stuffing mailings, ordering supplies and gathering resources to assist with event-related projects
5. Manage solicitation mailings for all events, gift acknowledgment and stewardship correspondence ensuring timely distribution
6. Handle payment of invoices and assist with developing and managing budgets
7. Establish and maintain event files and records

Qualifications:

1. Bachelor’s Degree; with two - three years event or related work experience preferred
2. Proficiency in Microsoft Word, Excel, Power Point, and ability to mail merge; experience in Salesforce preferred
3. Excellent communication and interpersonal skills both in person and by phone, being able to represent NJPAC with high professionalism and grace under pressure
4. Strong organizational skills and attention to detail.
5. Strong writing and proofreading skills
6. Ability to manage multiple projects and work assignments, and accomplish tasks with little supervision
7. Marketing/Social Media skills preferred
8. Design / Event Production skills
9. Must be able to work weekday evening events and weekends, when required.