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Manager of Special Events

4 months ago

Tustin, United States Orange County Rescue Mission Full time

The Manager of Special Events is responsible for the managing, planning, and directing the execution of more than thirty events a year. In order to accomplish this the Events Manager will need to maintain existing donor, volunteer, vendor, and staff relationships while building new relationships. In many cases the Office of the President is the key customer along with other key staff.

This position manages the involvement of donors, volunteers, students, staff, and vendors. This includes managing the relationships and responsibilities between our departments and each event. These departments include: transportation; warehousing; maintenance; operations; landscaping; housekeeping; information technology; marketing; social media; public relations; and the Office of the President.

**Minimum Requirements**:

- Christ-centered behavior, i.e., treating people with dignity, respect, compassion and integrity at all times.
- Bachelor's degree in related field with 1-2 years of successful related industry experience.
- Successful experience in working with vendors while planning events as well as developing corporate and community relationships with donors and volunteers, portraying a professional, pleasant and energetic personality.
- Available to work evenings, weekends and certain holidays as required.
- Self -motivated, able to take initiative, be proactive and work in a fast-paced environment.
- Ability to act and think promptly and professionally.
- Excellent organizational, time management and administrative skills.
- Excellent verbal and written communication skills and legible handwriting.
- Ability to address conflict with staff, volunteers and donors, and be able to intercede and find reasonable solutions in order to maintain harmonious relations.
- Ability to recognize and maintain confidentiality of information as appropriate.
- Proficiency with Windows, Microsoft Office (Word, Excel, Outlook, PowerPoint), Google docs, fundraising platforms (i.e. Run SignUp), digital communications platforms (i.e. MailChimp), and knowledge of CRM database software (i.e. Salesforce)
- Basic typing (40 wpm).
- Regular timely attendance on the job.
- Maintains an acceptable driving record (in accordance with our insurance carrier, less than 2 DMV points on driving record).

**Essential Job Duties**:

- Responsible to create and maintain an environment that instills leadership centered on servanthood. Demonstrate an understanding of and passionately promote our unique ministry Culture, Mission, and Values to the many different stakeholders that participate in our events. Maintain the high level of passion that this position requires since in many cases it’s the first smile or interaction a stakeholder might have with our ministry.
- Maintain an environment that fosters teamwork, success and trust. Maintain a high level of communication including different styles of communication with the Chief Development Officer, the President, President's Cabinet, and all ministry departments. Manage the collaboration with all departments in the creation and implementation of events that they may need to advance the ministry within their departments.
- Manage all aspects of the logístical needs for events including: planning through a master calendar, regular briefings to stakeholders and managing tasks in a timely manner. Execute the twenty-three tasks and others mentioned below under job tasks. Gain the trust and respect of others by being organized and efficient with their time and resources.
- Create and maintain an environment that instills Integrity and accountability throughout the ministry. Prospect, cultivate, and solicit prospective donors for financial support or sponsorship and underwriting of our events. Provide management and oversight of all resources both monetary and non-monetary that are used in our events. Maintain compliance in the areas of program operations, vendor contracts, event budgets, event safety, and financial stewardship.

**Key Performance Indicators **(what are the main job duties performed that measure success for this position and organization goals):
Quality and effectiveness of each event as evaluated through event exit reports; Accomplish financial and/or in-kind labor & gift goals for each event as reported through financials and GIK Labor hours reported; Success in recruiting internal and external volunteer event leaders which results in sponsorship / resources and successful events.

**Job Tasks**
- Manage the development of comprehensive event plans, run of shows, and timelines
- Research, vet and secure event spaces, vendors and other needed resources
- Create compelling theme concepts
- Create and revise room layouts/courtyard schematics
- Manage and update event budgets
- Solicit and secure monetary and non-monetary donations
- Arrange food and beverage with internal and external resources for events and ministry meetings and conferences
- Manage décor, invitations, name tags, registration