Senior Director, Events

UNITED WAY OF MASSACHUSETTS BAY Position Description

ABOUT UNITED WAY: United Way of Massachusetts Bay exists to build more equitable communities, together. With over 85 years of local impact in eastern Massachusetts, we work with and for our communities to build economic prosperity, and enable everyone-across races and ethnicities-to share in the knowledge, wealth and resources available. We believe that the key to unlocking opportunity is uniting people, and we bring together individuals, community leaders, corporate partners, legislators and organizations to build a powerful engine of change. 

POSITION TITLE: Senior Director, Events

DIVISION: Marketing

REPORTS TO: Chief, Communications and Public Affairs

STATUS: Exempt

GRADE: 3

POSITION OVERVIEW:

Events and engagement experiences are a means to deliver United Way's strategic message, increase community awareness, attract new audiences, raise funds, and cultivate, educate and recognize donors and other constituents. Reporting to the Chief of Communications and Public Affairs, the Senior Director of Events will oversee the strategic planning and timely execution of events that reflect our new, community-centric strategic direction and contribute to our vision of advancing a region where access to financial wellbeing is universal and prosperity is shared across race and ethnicity, and provide and special experiences for target audiences and affiliated marketing components.

ESSENTIAL FUNCTIONS:

• Manage the planning, oversight and execution of external events (approximately 50 events annually) and other special engagement experiences for target audiences and occasionally supporting some internal events.
• Manage the events budgets - partnering with each Event Project Lead within other Divisions to help ensure revenue goals are achieved and working with Development leadership and the Finance Division to reconcile funds.
• Collaborate with colleagues from across the organization in support of achieving the purpose and vision for UWMB events, including listening to and respecting diverse perspectives, ideas, and opinions regarding events. Synthesize these various views into a successful event or experience on time and within budget.
• Oversee all onsite event materials and collaborate with the VP of Marketing and Art Director to ensure all event marketing materials and collateral are produced according to the project timeline. Create awareness within the entire organization about the engagement opportunities (pre, during and post event) presented by events and provide concreate tools and support so that they capitalize on these opportunities.
• Produce timely and complete pre- and post- event analysis; assess opportunities and make recommendations for improving results with the Event Project Lead and for all levels of the organization.
• Lead organizational efforts to continuously identify and implement the appropriate mix of technologies and vendors necessary to create incredible event experiences and increase efficiencies of event logistics regardless of delivery format.
• Lead, grow, and develop a talented team of internal and external professionals, including managing 1-2 staff.

KEY RESPONSIBILITIES:

1. What: Lead strategic event planning for fundraising, cultivation and community-focused events and engagement experiences to meet established goals.

How:

• Collaborate with the UWMB teams (i.e. Development, Community Impact) and lead planning groups to consensus on the overall vision, purpose, and goals for each event.
• Oversee and manage the Event Tier System (incorporating cross department collaboration and participation) and reposition annual events on the organizational calendar as needed, maximize strategic donor engagement opportunities, branding and messaging.
• Manage the hiring, supervising and overall relationship of vendors to deliver technical expertise required for audiovisual productions, prioritizing vendors that reflect our DEIBJ organizational goals.
• Work with internal Event Project Leads to ensure each event has measurable goals, outcomes, revenue and the right balance of UWMB brand and impact within the program.
• Oversee the management of onsite logistics, materials delivery and return. Serve as a lead liaison with all venues/hotels.
• Oversee the guest experience onsite - registration, seating, onsite donations, transportation, special accommodations and event clean up.
• Collaborate with the VP of Marketing, Art Director and Project Manager in Public Affairs to create project timelines for each event and keep each internal event team accountable for all deadlines.

1. What: Serve as primary point of contact with Public Affairs for all necessary materials and collateral needed for each event to ensure messaging and brand consistency.

How:

• Meet with each Event Project Lead and walk through the Events Tier process to understand vision, goals and needs, and work with Public Affairs to fulfill needs.
• Collaborate with VP of Marketing, Art Director and event project leads to edit and approve all marketing materials (print, evites and e-communications videos etc.) for events from the conceptual stage to execution stage.
• Manage the speaking program for major events, including writing the script and run of show for each program in collaboration with Event Project Leads, and implement a review process for approving program deliverables.
• Oversee the development of marketing deliverables and project plans as they relate to events

1. What: Provide Development staff with a platform for inspiring event experiences for donors and prospects that help to nurture and grow relationships with donors and bring to life the vision and impact of United Way.

How:

• Facilitate cross-team communication and collaboration for each event by bringing together the relevant Development team members with the Event Project Lead to co-develop a Pre, During, and Post event plan for each event.
• Facilitate event briefings and review event timeline/run of show for all major events with Public Affairs, Event Project Leads, Development, and senior leadership to ground all on event goals and confirm roles of each UWMB staff person involved.
• Work closely with Public Affairs to outline and implement a strategy for soliciting external feedback for our key events. Use this feedback to enhance events and strengthen the UWMB event experience.

1. What: Lead organizational efforts to continuously identify and implement the appropriate mix of technologies and vendors necessary to create incredible event experiences and increase efficiencies of event logistics regardless of delivery format.

How:

• Work with the IT Team, Finance & Administration colleagues, as well as key event leads to select and implement best practices.
• Maintain a current knowledge of event platforms and technologies to advise on and select the appropriate tools for each event occurrence.

1. What: Manage, calculate and communicate financial and analytical reports to include in the development of event strategy that will impact change for future events.

How:

• Manage contracts and invoices with all vendors and serve as liaison with our Finance Department.
• Track spending and budget lines for each event and manage expenses to meet budget requirements for all events.
• Manage overall budget for Development events to ensure full recovery and judicious spending of the budget.
• Collect and analyze available event data to report on achievement of event metrics and goals.

1. What: Lead, grow, and develop a talented team of internal and external professionals, including managing 1-2 staff.

How:

• Assemble and guide the onsite events team of staff from across the organization for all major events.
• Provide guidance, coaching and support towards meeting goals and professional development.
• Oversee the Events Intern program with semester-long staffing and transition planning.
• Assess and leverage external expert staffing as needed to ensure the success of events.

REQUIREMENTS:

• Bachelor's Degree required.
• Minimum 7-10 years events management with experience in event planning and management, event technical production and working with volunteers or comparable experience.
• Nonprofit experience preferred.
• Proven ability to collaborate and influence without direct authority.
• Proven ability to manage staff.
• Proven ability to lead cross-functional teams to complete projects on time and within budget constraints.
• Positive outlook and ability to work calmly under pressure.
• Proven ability to use sound judgment to make decisions.
• Proficiency with Microsoft Word and Excel. Database experience required.
• Ability to multi-task in a fast paced environment with attention to detail.
• Technical knowledge and experience with audio-visual production.
• Excellent written and oral communication skills.
• Strong interpersonal skills.
• Strong organizational skills and high level of attention to detail.
• Ability to plan and execute plans to meet deadlines.
• Resourcefulness, creativity, adaptability and flexibility required.
• Desire to work as part of a team of highly engaged, enthusiastic, dedicated people focused on engaging our donors, prospects and companies in the vital work of our organization.
• Non-profit experience preferred.
• Knowledge of United Way and the local corporate and social service community preferred.
• Commitment to Diversity, Equity, and Inclusion and to the mission of the United Way of Massachusetts Bay

For information on additional opportunities, please access our website at www.UnitedWayMassBay.org

United Way of Massachusetts Bay is committed to hiring individuals who reflect the diversity of our communities.