With the oversight of the Director of Philanthropy, the Events Manager will facilitate all internal and external event activity within the organization, including client relations, planning, budget management, communications and event revenue tracking. A critical role of the organization’s development and museum departments, the role will promote and facilitate venue rentals for all events and private parties working closely with the Director of Visitor Experience.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Plan and execute the organization’s three annual fundraisers
- Create and monitor event timelines, including a master timeline of all major events
- Develop and track event budgets
- Manage external event producers and consultants, when appropriate
- Manage execution of all venue and vendor contracts, working closely with vendors to facilitate event logistics including catering, rentals and production
- Work closely with Director of Philanthropy to build attractive event sponsorship packages to grow corporate revenue streams
- Act as primary liaison to event sponsors, managing day-to-day communications, delivery of marketing benefits and logistics
- Manage the invitation process, including invite creation, printing, mailing and tracking RSVPs
- Cultivate and maintain strong volunteer relationships and serve as main point of contact for volunteers
- Work with an external designer to develop invitations, catalogs and event signage
- Organize event committee meetings and manage communication/correspondence with event committee members
- Participate in fundraising via event book sales, solicitation of auction and gift bag items, and other means, as appropriate
- Work with accounting department on event bookkeeping, ensuring timely payment to vendors, timely receipt of financial pledges and ticket/ticket package payment, and reconciling event revenue and expenses at the conclusion of each major event
- Analyze event performance and prepare post-event reports and metrics for department review
- Prepare and distribute all event tax donation letters within 30 days of event
- Secure insurance documents and appropriate city and venue permits for all events, when necessary.
- Promote and facilitate venue rental for private parties
- Serve as main point of contact for information regarding potential venue rentals for birthday parties, Art Crawls, corporate events and more
- Work with clients to ensure smooth venue rental experience for all events and private parties, working closely with museum staff on pre- setup and day-of management.
- Promote venue rental capabilities, as appropriate
- Identify and oversee active list of preferred vendors, maintaining and cultivating strong relationships to ensure attractive rates.
- Communicate with museum staff regarding event timelines and requirements
- Oversee partnership events, cultivation events and friend-raisers
- Cultivate relationships with local retailers and potential partners
- Participate in negotiation of sponsorship/partnership terms based on guidelines set by the organization
- Develop appropriate invitation lists and facilitate invitation distribution
- Facilitate event logistics based on sponsorship/partnership terms
- Minimum 3 years work experience in event planning or management.
- Excellent organization, written and verbal communication skills.
- Proficient in Microsoft Office products
- Great interpersonal skills and ability to work with multiple departments on event planning and logistics
- Shows commitment to the mission, vision and values of ShareWell and Cayton Children’s Museum.
At ShareWell, we cultivate brave and generous thinkers. Through arts, immersive play and real-world action, we guide children and youth to recognize injustice and possibility within their communities and beyond, and to take meaningful, collaborative and collective action to create a better future. ShareWell is comprised of two main initiatives: the Cayton Children’s Museum–opening in spring 2019 in Downtown Santa Monica–and youTHink, an innovative youth development program.
Salary and Benefits: Low $50k range. Full benefits and paid vacation time.
ShareWell is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of race, religion, national origin, sexual orientation or disability.