Special Events Manager

Washington Performing Arts Payroll Title: Special Events ManagerDepartment: AdvancementTitle of Immediate Supervisor: Director of AdvancementHours: Full Time, ExemptPay Range: $57,000 - $62,000Best Consideration Date: April 19,2024

Position InformationThe Washington Performing Arts Advancement team—a creative, impactful, and collaborative collective of arts professionals—seeks an experienced and dynamic colleague to manage Washington Performing Arts's special events. The Special Events Manager (SEM) carries primary responsibility for managing Washington Performing Arts’s special events that generate revenue, steward and cultivate donors and patrons, and enhance performance activities as well as the organization’s institutional brand. This is an exciting role offering excellent opportunities to work with a collaborative, supportive, and passionate team while working to engage our diverse community through vibrant gatherings that embody our mission: to champion the performing arts as a unifying force, and to build a community.

The ideal applicant would be adept in the planning, management and implementation of all special events at Washington Performing Arts, both within Advancement and for the larger organization. This person plans, coordinates, and executes 20 or so special events per year, ranging from small private dinners and donor benefit gatherings, to coordinating our Music in the Country series (60-80 people) and the organization's signature fundraising Gala and auction (400+ people). Washington Performing Arts offers a generous benefits package, where we value our staff and strive for an inclusive culture. Candidates are sought that embrace Washington Performing Arts’s commitment to DEIAB.

Reporting to the Director of Advancement, this individual also works closely with the Major Gifts Officer (Corporate and Diplomatic events), Manager of Individual Giving (Friends events), and Manager of Advancement Operations and Analytics (Music in the Country, Gala). This is a key member of the Advancement Team, but this role also serves and collaborates with other departments as project manager in all special events.

Essential Duty #1: Event Logistics and AdministrationPercentage: 80%Project manage events from start to finish, to include budget, timeline, vendor, staffing, communication, and production element detailsDesign minute-by-minute logistics of the event, including load in/out, guest check-in, set up and tear down, deliveries, vendor time management and the run of showSupervise event setup and all services during the event.Create and communicate staffing roles between yourself, the wider team, and volunteers (if applicable) for staffing Special EventsConduct site visits to assess fit for required event activitiesManage vendor relationships and contracts such as: catering, décor, A/V, lighting, valet, auctioneer, emcee, auction vendor, instrument rentals, performers, hotels and transportation, graphic designer, teleprompter, venue, video, voiceoverAssist with related event paperwork such as RFPs, contract requests, procurement requests, and follow through on vendor payments, working in partnership with finance and production teams.Prepare post-event summary reports and final wrap-up documents

Gala-SpecificOversee auction inventory, and participate in OneCause data entry, cleanup, copy writingfor package descriptionsOversee seating preferences, including dietary restrictions and premium placementsManage coordination with volunteers such as Co-Chairs, the Auction Chair, and theWomen’s CommitteeSchedule meetings for all facets of the planning process: marketing, scripting, programming, video concepting, etc.

Essential Duty #2: Budgeting and General AdministrativePercentage: 10%

Prepare a budget for each event for approval, and manage all budget progress, vendor contracts, and payments associated with each eventParticipate in regular team meetings, and coordinate and plan meetings as they relate to special events needsFacilitate contract and RFP review, feedback, and recommendationsAssist in developing the annual budget for special eventsMaintain the staff-wide calendar with special events

Essential Duty #3: MarketingPercentage: 5%

Design flyers and other basic marketing materials, and collaborate with the marketing department on graphic design needs, print and digital collateral.Working with team CCM, write copy for and design structure of event-related email blasts (Wordfly)Write copy for special event advertising, press releases, website, and social mediaCapture images at events and organize/upload them to the Digital Asset Management SystemOversee the design, printing, and mailing of special event collateral, including invitations and programs.

Essential Duty #4: Guest ManagementPercentage: 5%

Track RSVPs in Tessitura, tailored in a way that it can be shared externallyRespond to inquiries about event specifics, particularly for the GalaInteract with constituents kindly and professionally at events and in the planning processWork with the Manager of Advancement Operations & Analytics to define guest list criteriaand create mailing lists

Qualifications and Requirements3+ years of experience in planning, managing, and supervising events, from intimate to large scale (over 300 attendees).Proficient in all Microsoft Office applications.Available and willing to work evenings and weekends.Commitment to Washington Performing Arts’s “Everybody In, Nobody Out” ethos

Required SkillsStrong project management and time management skillsProven ability to meet critical project deadlines and be able to multitask in a fast-paced environment both day to day and at eventsExcellent organizational skills, meticulous attention to details, and commitment to accuracyStrong interpersonal skills with the ability to take the initiative, multi-task, adapt to shifting priorities and be flexibleStrong communications skills, both verbal and writtenAbility to think and work independentlyEmploy problem solving and critical thinking skills to make decisions daily and on-site at events, with management, as neededStrong budget managementGood judgment, tact, patience, and sense of humorAffinity for the performing arts and commitment to REDI (Racial Equity, Diversity, and Inclusion) a must

Preferred SkillsRelationships/knowledge of venues and vendors in the local hospitality and event industryExperience with project management software platform (such as AirTable, Asana, etc.);CRM software (such as Tessitura, Raiser’s Edge, etc.); and/or auction platform software (OneCause, Classy, etc.)Strong visual and aesthetic sensibility or experience creating graphics for events, such as flyers, brochures, thumbnails, and banner images, using tools such as the Adobe Creative Suite, Canva, or similar programs a plusStrong aesthetic sensibility and ability to conceive experiential events with impactExperience building or directing design for emails and social media for event promotion

Specific Conditions of WorkCompletion of a satisfactory criminal background check at the time of employmentThe Special Events Manager is a full-time position with office hours from 9:00 a.m.- 5:00 p.m. and additional duties at performances, events, and activities above and beyond regular office hoursHybrid work schedule: 3 days minimum in officeMust have valid driver’s licenseMust have reliable transportationMust be able to staff events on evenings and weekendsAbility to lift 20 lbs. from time to time

Application InstructionsSend cover letter and resume attachment to HR@washingtonperformingarts.org with position title in subject linePlease note: Applications without a cover letter will not be considered.