Job Description

Under the guidance of the Chief Strategy Officer (CSO), you will lead and innovate our Special Events program to support organizational goals. You'll manage a dynamic annual calendar of events, drive revenue through partnerships with corporations, civic groups, and individual donors, and secure and nurture Corporate Sponsorships for long-term relationships. Additionally, you will support program-specific events throughout the year. This role requires a blend of strategic vision, creativity, and attention to detail to enhance our impact and foster community engagement.

ESSENTIAL DUTIES AND RESPONSIBILITIE S:

Special Events:

· Work in collaboration with the CSO, Foundation President and the Club CEO to meet the annual budget through engagement and special events that help to promote the members we serve, while also creating a mechanism for philanthropic giving.

· Lead and coordinate all efforts involved in special event creation.

· Act as the primary staff lead for Junior Board, and committees relating to special events; sit on the Resource Development Committee for the organization as needed; have presentations and metrics available for the Foundation Board as needed.

· Create the Calendar of Special Events for the year. Signature events have included: Uncorked for a Cause (April), Chip in for Kids Golf Tournament (May), Youth of the Year Celebration (July/Aug), Cornhole Tournament (October,) and our Annual Formal Gala.

· Give administrative support to Specialty Programs, Clubhouses, and Fundraisers as needed.

· Provide event-support and market sponsorship opportunities as needed for all program-specific events, to include:

• Aquatics’ Swim-A-Thon (Mar/Apr)
• Youth Arts Academy’s Commotion Rock Concert (May/June)
• Athletics’ Big Blue Breakfast (Nov)
• Clubhouse Holiday Parties (Dec)
• Bulldogs Basketball (Year-Round)
• Culinary Arts Program (Year-Round)

· Project manage each Special Event, ensuring to:

• Establish a theme for each event with the committee support/CSO
• Establish a timeline for each event to accomplish stated goals.
• Manage each event’s income and expenses.
• Work with volunteers to secure support for each event.
• Establish a working plan that is documented and communicated.
• Establish a Corporate donor list for the year and then identify specific donors for each event so they are not overburdened and see the benefit.
• Call and secure Corporate donors for revenue growth.
• Attend all Events Committee Meetings and record minutes.
• Keep the Committee informed of any new event developments.
• Assist as needed with marketing efforts of events.
• Keep records of donations and organize silent and live auctions. Create silent auction “displays”.
• Record both in-kind and monetary donations in Donor Perfect for each event.
• Create and send “thank you” letters to all donors.
• Keep track of participants RSVP’s for all events.
• Coordinate and implement bulk mailings for all events.
• Create staff/volunteer and event timelines.

· Work with the Club’s Executive Assistant to the CEO to manage special events data administration. Ensure timely entry of new donor information and amount of gift/pledge, when provided. Ensure “thank you” letters are timely sent following each donation. Link gift/pledge to appropriate board member for “give or get” credit. Conduct ongoing basic database maintenance: de-duplicate donors, update donors’ information and donation amount after each event.

· Collaborate with Marketing Team to ensure all special events are marketed and are current on the website and on social media.

· Solicit corporate donors, manage and establish a corporate donor base.

· Cultivate donor relationships by visiting and engaging corporate donors during non-peak event times.

Corporate Engagement:

· Evaluate, increase and manage the corporate match-giving program for those corporations that offer this as an option for their employees.

· Manage existing sponsors and corporate donors through an annual engagement plan.

· Participate in external events to create a relationship with new corporate donors. Participate in community-wide events for brand awareness and relationship-building.

· Assist in the budget process for special events and then drive and manage metrics for each event. Determine individual budgets for each event and agreed-upon results either in number of guests attending, total dollars raised, and/or savings in expenses.

· Support and partner with the Foundation President, CSO, Club CEO and board/trustee members on all major special events/fundraising initiatives.

· Develop collaborative partnerships with Board/Trustee members.

· Assist the Foundation President/Club CEO in actively communicating and engaging with Board Members/Trustees in all major events.

OTHER DUTIES AND RESPONSIBILITES:

Event Management (Planning, Coordination and Execution of events)

· Staff and attend all fundraising events at various hours of the day. (Including some nights and weekends).

· Record and provide minutes and event updates to volunteers and committee.

· Responsible for the creation of various event forms, templates, labels and nametags.

· Obtain quotes and services from vendors.

· Collect and track in-kind donations (used in auctions) from outside sources and organize silent and live auctions.

· Create and send “thank you” letters to sponsors and donors.

· Collect and track RSVP’s for fundraising events.

· Create and collect attendee and sponsor invoices.

· Coordinate and implement all bulk mailings associated with events.

· Create silent auction displays.

· Record both in-kind and monetary donations in Donor Perfect and Event Software for each event.

· Coordinate registration/check-in and check-out for all events.

· Create staff/volunteer and event timeline.

· Act as the main point of contact at all events for staff, guests, vendors and donors.

· Train staff on various needs for the events.

· Provide, train and support POS system for each event.

· Actively lead and coordinate the transportation of all event logistics, including personally transporting event items .

Database Administration

· Maintain the prospect, event and donor database in order to track activity, income and contact information such as new donor information and amount of gift/pledge he/she has given.

· Assist in preparing and running various reports for the purpose of tracking individual and overall attendance and donations.

· Research participant-contact and giving information to ensure database accuracy and basic database maintenance: de-duplicate donors, update donors’ information and donation amount after each event.

· Ensure that “thank-you” letters are sent after EVERY donation within 3 days of receipt.

· Link gift/pledge to appropriate Board member for “give/get” credit.

· Clear out all gifts at the end of the event, including if delivery to a donor is required.

JOB-RELATED QUALIFICATION STANDARDS:

EDUCATION:

· Bachelor’s degree from an accredited college or university in marketing, PR, or fundraising/non-profit management required.

WORK EXPERIENCE:

· Min. 4 years’ experience in managing special events that raise at least $1M.

· Prior experience of public speaking is required.

· Additional experience preferred:

• Minimum 2 years administrative experience
• Minimum of 2 years of progressively responsible experience in marketing and public relations, including media relations.
• Experience working with relational databases (CRM’s).
• Experience working for or with non- profits.
• Fundraising experience a plus.
• Data-entry experience
• Experience working with boards and/or committees

KNOWLEDGE/SKILLS/ABILITIES:

· Detail-oriented and highly organized

· External-facing- engaging personality and charismatic

· Excellent communicator

· Experienced negotiator and problem-solver

· Project manager, with outstanding time management skills

· Passionate about the work

· Flexible, and pivots as needed in a situation

· Looking to give back, civic-minded

· Team-oriented and confident enough to work independently, with little guidance

· Results-oriented

· Proven data-entry skills

· Highly Proficient with computers, internet and MS Apps (including Word, Excel, PowerPoint, Outlook and Publisher) required and the ability to learn specific computer programs as needed. Photoshop/Illustrator knowledge preferred.

· Positive attitude and sense of humor a MUST, should be creative.

· Demonstrated ability in personnel supervision, facilities management, and the recruitments and retention of key personnel.

· Working knowledge of budget preparation, control, and management.

· Skilled in fund-raising events, organized and attentive to detail.

LICENSES OR CERTIFICATES:

Must possess or be able to obtain a valid California driver’s license.

INTERACTION:

Internal: Relationships include having substantial oral and written contact with the President of the Foundation, Chief Executive Officer, Chief Strategy Officer, Vice President of Grants, and all administrative staff. Work alongside CSO in correspondence with the Board of Directors/Trustees and coordinating fundraising activities.

External: Interactions include maintaining oral and written contact with Board of Directors/Trustees, Junior Board members, donors, corporate prospects, vendors and general public for the purpose of coordinating special events and raising funds for the organization. May be asked to give a promotional brand talk at Corporation for engagement.

LANGUAGE SKILLS:

· Must possess excellent written, verbal and interpersonal communication skills and the ability to create, proofread and edit correspondence and written materials.

· Must be able to project a positive company image, interact professionally with customers, vendors, retailers, all levels of company management and maintain confidentiality at all times.

MATHEMATICAL SKILLS:

· Must possess basic math skills including the ability to add, subtract, multiply, and divide numbers accurately as well as the ability to calculate percentages.

· Must possess basic budgeting skills.

MENTAL DEMANDS:

Must possess excellent organizational skills, including the ability to handle multiple duties and priorities simultaneously in a fast paced environment. Strong analytical skills, follow-through skills, attention to details and ability to produce work with a high degree of accuracy required.

PHYSICAL DEMANDS:

The physical demand described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

· Communicate in person and by telephone.

· Read and type on a computer.

· Sit for long periods of time.

· Utilize various office machines such as a fax and photocopy machine.

· Must be able to travel off site to visit various club locations as well as conduct outreach efforts

· Must be able to lift and move objects 10-50 lbs.

WORK ENVIRONMENT:

The work environment described here is representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

The work environment is both indoors in a comfortable temperature-controlled office environment and outdoors in a variety of settings.

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.

Boys & Girls Clubs of Northwest San Diego County Foundation is an equal employment opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), sexual orientation, or any other characteristic protected by law.

The Club is an equal opportunity employer and makes employment decisions on the basis of merit. We want to have the best available person in every job. Club policy prohibits discrimination on the basis of actual or perceived race, color, national origin, ancestry, sex, gender, gender identity, pregnancy, childbirth or related medical condition, religious creed, physical disability, mental disability, age, medical condition (cancer), marital status, veteran status, sexual orientation, genetic information, or any other characteristic protected by federal, state or local law.

The Club is committed to providing equal opportunities and complying with applicable laws. This commitment applies to everyone involved in the operations of the Club. Our team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment. We are committed to preventing and correcting unlawful discrimination by any employee, supervisor, co-worker, client or customer or anyone else you may encounter in the course of your work.

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Drug screening and a background check is required upon hire.

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