Special Events Manager

Salary:    $55,000 to $60,000 based on experience 

Residency Requirement:    Primary residence must be in the state of Georgia

Job Summary

The Special Events Manager oversees all aspects of fundraising events, including strategic planning, budgeting, project management, and implementation. Relationship cultivation and volunteer management skills are vital to this role, as the Special Events Manager will be expected to work closely with Open Hand senior leadership and key stakeholders such as Board members, volunteer event chairs, donors and volunteers. The candidate must also possess excellent project management skills, including the creation and utilization of budgets, timelines, event schedules and other appropriate tools to facilitate organized, well-run events. 

Supervisory Responsibilities

Oversee the Donor Relations Special Events Assistant

Duties/ Responsibilities

Event fundraising management: Develop and implement unique fundraising strategies related to special events. Utilize project management tools and skills to organize and oversee Open Hand events, including fundraisers as well as cultivation and recognition events for donors and prospective donors. Supervise securing of all appropriate permits and licensing prior to in-house produced events. Manage internal and external resources to produce all materials and signage needed for event production, as well as assist in the coordination of any publicity and media. Develop the strategic long-term vision of Open Hand events via suggestions for innovation and efficiencies in fundraising programming. Continuously evaluate current special events to determine if they are effective fundraising vehicles and investigate new ideas for future events.

Budgeting and project management: Create and adhere to project budgets and timelines for special events. Track, collect and report on funds raised for special events. Monitor progress of registration, ticket sales and income goals and adjust plans as appropriate. Create income and attendance projections for events. Conduct post-event follow up and action steps, including debriefs with staff and volunteer leadership, distribution of acknowledgements and sponsorship reports, and working with the internal and external resources to support event-related media relations efforts.

Recruitment and retention of third-party events: Work with Director of Volunteer Services, Director of Development and Marketing, and Sr. Manager of Corporate and Faith Partnerships and Special Events and Donor Relations Assistant to identify potential third-party fundraising opportunities. Oversee the delegation of various responsibilities including recruitment of appropriate volunteers, stewardship of relationships with event organizers and communications/marketing, as needed, to the Open Hand donor database. Maintain effective working relationships with event volunteers (internal and external). 

Strategic planning: Create and implement strategic plan for all Open Hand events to fit within overall development plan. Develop plan for potential new signature events and create strategy for identifying potential new revenue sources through third party fundraising efforts. Work closely with Sr. Manager of Corporate and Faith Partnerships to identify sponsorship opportunities and assist with events/experiences as necessary for our corporate partners and donors.

Donor Relations: Recruit, steward, engage and communicate with individual donors, host committee(s) and various funders to build relationships and deepen their affiliation with Open Hand through events. Communicate with board members, stakeholders and other high-level donors on an as-needed basis, strictly adhering to Open Hand policies regarding communications between Board members and staff.

Vendor relations: Work closely with and negotiate contracts with external vendors to coordinate goods and services for special events. Manage relationships and bidding process to ensure the best service and most efficient cost for goods and services.

Event attendance: Attend and work at Open Hand in-house events and third-party events that may occur outside the office and outside of work hours. This includes some evening and weekend hours.

In-kind donation solicitations and sponsorships: Identify and solicit prospects for major in-kind donations and sponsorships in support of Open Hand events. Desired donations include prizes for use in silent auctions (e.g. major prizes and/or prize packages) or in-kind donations of goods or services that are used for events (e.g. food, beverage, entertainment). Select and package prizes and handle on-site logistics for raffles and silent auctions.

Personnel management: Oversee Donor Relations and Special Events Assistant and any event interns to maximize success and revenue for all Open Hand events. Provide support to foster a team player mentality and increase productivity. Communicate clearly and effectively with the team to create an encouraging and enjoyable working environment.

Volunteer management: The Special Events Manager will be expected to provide leadership and direction for event volunteers and/or interns, paying particular attention to communicate clearly, respectfully, and in a timely manner with volunteer leadership. 

Other duties as assigned by the CEO, Director of Development and Marketing, and the Sr. Manager of Corporate and Faith Partnerships. Develop, cultivate, manage, and provide staff support and leadership to a team of volunteer chairpersons and committee members for flawless event execution. Provide overall Development support to foster a team player mentality and increase productivity. Communicate clearly and effectively with the team to create an encouraging and enjoyable working environment. 

 ADDITIONAL RESPONSIBILITIES

• Work closely with the Director of Development and Marketing, keeping them informed of all activities related to Special Events and community outreach.
• Work with Communications Manager to provide content for newsletters, social media posts, and other communications that are related to events.
• Capture and record accurate constituent information in GivEffect, including donor records, notes, and event attendee information.
• Lead by example, always representing Open Hand in a professional manner both in conduct and appearance, assuring to be suitably attired and groomed during working hours and anytime the candidate is working on behalf of the organization.

Required Skills/Abilities

• Excellent relationship management skills are required as this role will interact with donors and stakeholders on a regular basis. 
• Hospitality experience is preferred with proven results at delivering exceptional guest experiences that foster lasting connections and positive impressions.
• Exceptional verbal and formal writing skills with the ability to convey professionalism, gratitude, and organizational voice in written communications.
• Flexibility regarding working evening and weekend hours is required. 
• Strong attention to detail, the ability to organize information, and prioritize will be critical. The individual must be able to work in a fast-paced environment and be able to start and resume work on projects, as priorities change.  
• This position requires a team-oriented person who understands the dynamic of working with a diverse team to achieve organization goals. 
• The ability to inspire and support volunteers and create a positive experience for them is also necessary.

Education/Experience

• Bachelor's degree or equivalent work experience highly preferred. 
• At least two years of previous experience in organizing and coordinating events required; with prior experience in fundraising preferred. 
• Position requires oversight of detailed record keeping and file management. 
• Some experience in working with the press and event publicity is helpful but not required. 
• Candidate must reflect a solid understanding of fundraising concepts and event planning. 
• Some experience using a donor management system is preferred. 

Physical Requirements

The employee is regularly required to sit at a computer, answer the telephone, use hands and arms to write, file, and perform other office duties.   The employee is occasionally required to drive a car and lift at least 25 lbs.

Drug Free Workplace

Open Hand is a drug free and substance abuse free work environment. All candidates hired are subject to a pre-employment drug screen. Random drug testing may be conducted by an external, neutral tester on all employees.  Any perceived use of drugs or reporting to work under the influence of alcohol may be grounds for immediate dismissal.

Equal Opportunity 

Open Hand is an equal employment opportunity employer. Employment decisions are based on merit and business needs, and not on race, color, citizenship status, national origin, ancestry, gender, sexual orientation, age, religion, creed, physical or mental disability, marital status, veteran status, political affiliation, or any other factor protected by law. Open Hand complies with the law regarding reasonable accommodations for handicapped and disabled employees.