JOB DESCRIPTION

The position of Director, Special Events is an exciting opportunity for a dedicated, results-oriented event planning professional to elevate and expand Boys & Girls Clubs of Metro Atlanta’s (BGCMA) signature annual fundraising events, including the annual TopGolf Fundraiser and Youth of the Year Gala. This is a leadership role on a large Resource Development team and reports directly to the Vice President, Resource Development. The Director, Special Events is responsible for event design, execution, and follow-up, with an emphasis on maximizing fundraising yield at all stages of the event planning process (pre-event, during event, & post event follow up). Additionally, this position is responsible for organizing 1-2 large employee celebrations annually and other miscellaneous events as assigned. The Director will also take the lead in creating a strategy around, as well as planning and executing, BGCMA’s Parties with a Purpose initiative.

Key qualities of an outstanding candidate are strong leadership and interpersonal skills, a self-starter, positive disposition, strong written and verbal communication skills, excellent decision-making and judgment skills, as well an innate sense of project management, pace, and urgency. Equally important is the ability to work productively and proactively, both independently and as part of a team. Prior experience working with Board members and event planning/committee members is a must.

The Director will manage the RD Special Events team, including supervision of the Special Events Manager role and management of revenue & expense budgets for all BGCMA fundraising events. The Director will also take a lead role in planning and executing other resource development-related events that connect donors and potential donors to our mission (friend raisers, connect to the cause events, and Club tours).

• Leads the planning, execution, and follow up for BGCMA’s signature Youth of the Year Gala, Topgolf Fundraiser and other resource development events, overseeing a $2.1 million Special Events fundraising goal
• Negotiates, selects, and books venues for events
• Recommends and works with external vendors for event, design, catering, and all aspects of event execution (caterer, audio/visual, florist, printer, signage, parking, production company, etc.)
• Manages list process to ensure all collateral (sponsorship decks, save the dates and invitations) are being received by the appropriate constituents in a timely manner
• Organizes any travel/accommodations for events
• Creates and manages event timelines. Monitors internal procedures for event production and recommends improvements, as necessary
• Manages expense budgets for all events to ensure maximum net return
• Creates events in online events management system, GiveSmart & Raiser’s Edge, by capturing/inserting all event information ranging from guest lists, budgets, preferred vendors, communication methods, seating arrangements, etc.
• Develops and maintains effective relationships with sponsors, partners, and third-party vendors
• Works with the Institutional Giving team to fulfill all sponsor agreements including written and verbal recognition and signage at the event
• Works with Volunteer Services team to orient, assign duties, and provide appropriate direction and recognition for event volunteers
• Oversees the Special Events Manager whose primary responsibility is to provide logistical and sponsorship support to all county special events
• Oversees and guides the Special Events Manager to ensure that county special events maximize expense to revenue budgets and meet annual fundraising goal (approx. $740,000 fundraising goal)
• Collaborates with program, development, and other staff as necessary to lead logistics for all resource development events and incorporate welcoming experience for visitors, donors, board members, volunteers, and other community members
• Support, attend, and provide strategic planning for county board events.
• Works with Marketing team to ensure proper messaging is integrated through every event 
• Coordinates (in advance of event) strategic post-event follow up with relevant members of the Resource Development and Marketing team to ensure maximum fundraising yield and timely post-event messaging.

Education

• Bachelor’s degree required

Experience

• Minimum of 4-6 years of experience in event planning, vendor negotiations, managing budgets, resources, and vendor/donor relationships
• Volunteer management and fundraising experience preferred
• Proven record of creative experience in developing event concepts and designs
• Demonstrated ability to work with flexibility, efficiency both individually and as part of a team
• Supervisory experience strongly preferred
• Non-profit experience and familiarity with the mission of Boys & Girls Clubs strongly preferred

Skills

• Must be detail-oriented, have good analytical abilities, high energy level and are comfortable performing multi-faceted projects in conjunction with day-to-day activities
• Experience in Asana or similar project management software preferred
• Must have excellent interpersonal and organizational skills
• Excellent written and oral communication skills, in positions requiring diplomacy in communicating with a broad and diverse audience
• Energetic, innovative, creative self-starter, problem solver and results-oriented individual
• Ability to work simultaneously on a wide range of tasks and projects and ability to prioritize tasks in a fast-paced and changing environment

Normal internal office environment with occasional need to travel to club locations within the Metro Atlanta area. Frequent internal contacts with employees throughout organization required. Required to work evenings and weekends as needed. Opportunity to work remote 2-3 days per week. Physical requirements include walking, climbing stairs, and sitting for four plus hours per day. Light work, exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently.

Exempt employees are not entitled, under the Fair Labor Standards Act (FLSA), to the protections of the wage and hour laws of the state or the FLSA. Exempt employees must always be paid on a salary basis and not be subject to reduction based on the quality or quantity of work performed.

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.