Special Events Manager
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Ford’s Theatre Society is seeking a full-time special events manager to join its fundraising team.
Ford’s Theatre Society values and is committed to maintaining a diverse and inclusive workforce and working environment. Ford’s is proud to be an equal opportunity employer where all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender, gender identity or expression, family status, sexual orientation, disability, age, veteran status or any other characteristic protected by law.
Ford’s offers a dynamic working environment steeped in culture and history along with a robust benefits package including highly subsidized health insurance, 401(k) contributions, and generous paid leave policies.
The Special Events Manager is responsible for managing, organizing and executing special event logistics for Ford’s Theatre. These large- and small-scale events take place on the Ford’s campus and at iconic institutions around Washington and are often attended by high-level donors, prospective donors, and local and national government officials. The Manager works closely with the Deputy Director of Development to develop and implement successful events including, but not limited to: opening night dinners and receptions, member events, campaign events, donor cultivation events and the Ford’s Theatre Annual Gala. The position is based in Washington, D.C.
Responsibilities are as follows:
- Compile invitation lists for all events with input from the development team and members of the senior staff and ensure that invitations are sent in an accurate and timely manner
- Maintain all invitation lists in the Tessitura database and provide data entry support when additional guests are added, including updating demographic information and coding properly
- Work with the Deputy Director of Development and marketing team to create clear, exciting, event communications, materials and design that represent the Ford’s brand and Ford’s values
- As directed, draft and send additional written guest communications before and after events, including confirmation emails and acknowledgement letters after the gala
- Provide reports on invitations sent, RSVPs received and outstanding, and event revenue
- Provide a high-level of customer service throughout the invitation, RSVP process and event experience
- Work closely with the Deputy Director of Development in finding, pricing and contracting event vendors, such as: florist, photographer, musicians and caterer
- Coordinate vendor payments in a timely and accurate fashion
- Manage assigned aspects of events that could include: catering, AV requirements, décor, photographer, room set up, thank you gifts, staffing/volunteers and timeline for event
- Attend site walkthroughs and serve as liaison with event staff at select venues
- Act as the primary liaison for VIP logistics, including security advance visits
- Warmly greet guests and handle check-in process and will-call for all events with grace, professionalism and efficiency
- Stay current on trends in event management and event design and make appropriate suggestions for organizational or departmental improvements
- Use personal judgment and expertise to identify operational event challenges and propose / develop alternative solutions
- Actively participate in Ford’s Theatre Society’s ongoing efforts to become an anti-racist organization. These efforts include staff-wide conversations, new programming, development of new resources for staff and audiences, and an expectation that all staff will keep themselves informed of new resources and trends in the field of anti-racism and DEAI and how they can be applied to their own work on a day-to-day basis
- Follow all organizational, venue and best practice safety policies and communicate same to donors and guests
- Attend and / or work at select rehearsals, performances and events hosted by Ford’s
- Conduct after-hours, guided tours of the Ford’s Theatre campus for donors, prospects, and VIP guests as needed
Position qualifications are:
- Demonstrated excellent time management, prioritization and organizational skills
- Demonstrated accuracy and solid attention to detail
- Ability to work in a fast-paced environment
- Demonstrated strong customer service skills
- Proven communication, analytical and problem-solving skills
- Ability to work effectively with a diverse population of donors, staff, vendors, and volunteers
- Ability to maintain confidentiality regarding event invitees, attendees, and other aspects of participants and planning
- CRM database, complex POS system, data entry system or event management software experience a plus, proficiency in Microsoft Word and Excel required
- Ability to work early mornings, evenings and weekends as needed
- Commitment to advancing ideals of Diversity Equity and Inclusion in the workplace and Ford’s events
To apply, please submit a resume and cover letter to email@example.com. In the subject line, please type Special Events Manager.