: Special Events Manager Department
: Development Reports to
: Director of Development Full-time/Exempt
: 40 plus hours
This position requires significant work time outside the normal business hours. Direct Reports
: None SUMMARY
Reporting to the Director of Development, the Special Events Manager serves as the primary staff coordinator for special events managed by the development department. The Special Events Manager also serves as advisor and event specialist in support of other CB department’s stewardship events.
The Special Events Manager position is responsible for managing all aspects of CB’s special events including planning, implementation and execution. The position requires an organized, self-motivated and proactive individual that has excellent interpersonal communication skills and attention to detail.
Each season, the development department offers a variety of special events (fundraising events with net revenue goals as well as donor, patron and sponsor appreciation events) to create, sustain and grow donor and patron relations. In addition to executing successful donor cultivation and marketing events, this position works closely with volunteers to coordinate and execute successful fundraising events to reach established net revenue goals.
DUTIES AND RESPONSIBILITIES: Operations for all events
• Manage CB’s event calendar
• Facilitate/lead the bi-weekly events meeting.
• Develop and facilitate engaging events that drive attendance and enhance patron experience.
• Plan and coordinate logistics for all events.
• Work with Marketing to coordinate event advertising, and collateral material design, production and distribution.
• Work with Marketing to help promote events by acting as event spokesperson in various interactions with the media and the public as needed.
• Manage the event timeline both leading up to and the day of the event.
• Manage relationships and bidding processes to ensure best service and most efficient cost.
• Perform other duties as assigned.
• Work at performances as necessary.
• Build and maintain relationships with event chairs and committees to appropriately staff fundraising events.
• Develop communications on behalf of volunteer chairpersons and committees.
• Liaise on behalf of event committees.
• Coordinate with development department to achieve revenue goals through sponsorships, hots/hostesses and ticket sales.
• Negotiate with external vendors to coordinate goods and services for special events.
• Execute event themes, supporting graphics, invitations, banners, floor plans, nametags, décor, as appropriate and in partnership with Graphic Designer.
• Manage overall events budget and in-kind donations and sponsorships.
• Manage all mailings associated with the event.
• Work to leverage data base in event planning functions. Enter event information into data base when required.
• Serve as lead staff at the event, managing peers and volunteers as needed to execute the event.
• Coordinate any follow up communications, best practice summary and committee thank you events.
• Examples of fundraising events include but are not limited to: Club B, Etoile women’s series, Nutcracker Luncheon, and donor events in conjunction with special initiative giving.
Events are subject to change depending on seasonal calendar and initiatives.
• Work with lead staff and volunteers in a positive manner to successfully execute each event to deepen attendee’s relationship with the organization.
• Work with lead staff to manage mailings associated with the event.
• Execute each event within the assigned budget and following the appropriate timeline.
• Manage all vendor relations for each event (including but not limited to caterer, entertainment, equipment rental).
• Serve as day of logistics coordinator for the events.
• Examples of stewardship events - Freddie Franklin Society, After Parties, Studio Experiences, Ballet & Beer, Touring Events, Board Socials, Dancer Sponsorship Parties, Annual Board Meeting, Dress Rehearsal and Sponsor Benefit Parties, Hosted Dinners, Season Announcement Party, Corporate Networking
Events are subject to change depending on seasonal calendar and initiatives. SKILLS FOR SUCCESS
• Experience in special event fundraising preferred
• Proven relationship building and volunteer relations.
• Excellent communications skills.
• Working knowledge of the production process for theater, music or dance.
• Demonstrated experience of increasing contributed revenue from special events or special event activities.
• Ability to set targets and develop strategies for success.
• Excellent interpersonal, analytical and organizational skills.
• Attention to detail and accuracy in record keeping and finances.
• Ability to develop event schedules and execution plans.
• Ability to proactively manage multiple tasks, prioritize work and be able to meet tight deadlines.
• Strong verbal, written, interpersonal communication, and problem-solving skills.
• Experience with Windows based applications including knowledge of database, Internet and Microsoft Office Applications.
• A respect for confidentiality.
• Experience motivating and managing volunteers
• Commitment to the arts.
• Graphic design experience a plus.
• Knowledge of Adobe Creative Suite or graphic design experience.
• Tessitura experience desired.
• Ability to work outdoors during various weather conditions.
• Ability to lift 50 pounds or greater.
• Flexibility to work weekends and evenings.
• Successful completion of a background check
• Valid state driver’s license QUALIFICATIONS
Bachelor’s degree with 2-3 years’ experience in sponsorship, event management and planning, marketing and/or fundraising.
Please direct inquires and forward a cover letter and resume to:
1555 Central Parkway
Cincinnati, OH 45214
Cincinnati Ballet is an Equal Opportunity Employer. Candidates for employment are considered without regard to race, color, sex, creed, religion, national origin, sexual preference, age, non-job-related disability, or marital status.