Job Title: Special Events Manager

Location: SAMMinistries Administrative Office

Reports To: Director of Community Relations

FLSA Status: Exempt

Prepared By: Director of Community Relations

Approved By: President and CEO

Approved Date: March 12, 2024

SUMMARY: The Special Events Manager is responsible for forging relationships with donors and volunteers with a focus on engagement activities and special events. The selected candidate will design, develop, and execute the Ministry’s special events including, but not limited to the Gala, Back to School, Empty Bowls, Christmas, Champions fore Charity, the Homeless Persons’ Memorial Service; donor stewardship events, etc. The Special Events Manager will also be expected to develop relationships with individuals, organizations, and businesses who serve as event sponsors or host third-party events.

1. ESSENTIAL DUTIES AND RESPONSIBILITIES :
   1. Manage special events, including planning, budgeting, soliciting, logistics, vendor oversight, and execution.
   2. Work with the Chief Development and External Relations Officer, the VP of Philanthropy and the Director of Community Relations to research, plan, solicit, and steward income related to special events.
   3. Identify and cultivate relationships with potential in-kind donors related to special events, personal contacts, and referrals then actively seek funding for expenses through personal solicitation of financial gifts.
   4. Work with Donor Relations Manager on in-kind donations related to special events, including donor relations and solicitation.
   5. Work with the Director of Marketing Communications to coordinate marketing materials, digital, and social media for special events.
   6. Work with the Volunteer Relations Manager to identify volunteer needs for special events.
   7. Schedule and conduct donor tours, deliver speeches, or presentations.
   8. Utilize available resources to link prospects and their gift capacity.
   9. Track event attendees to develop measurement for new attendees year over year; as well as those who move from event-based attendance or support into a more relational strategy.
   10. Manage appropriate reports, documentation, acknowledgements, and financial accounting summary related to special events.
   11. Responsible for an ongoing thank you program to acknowledge and recognize donors through thank you letters and other appropriate means.
   12. Develop and maintain a “Plan of Action” for all events, including both short and long-term goals and objectives, and then execute the plan.
   13. Ensure coverage of United Way presentations and other employee giving campaign presentation requests.
   14. Attend special events on behalf of the agency whether sponsored by SAMMinistries, donors, or collaborating partners.
   15. Present, with commitment and passion, SAMMinistries’ vision, mission, values and goals to the donor community and other audiences.

1. GENERAL EXPECTATIONS
   1. Develop goals, priorities and timelines on a regular basis, ensuring timely and efficient management and completion of all related tasks.
   2. Communicate and coordinate priorities, progress, workload, and challenges to the Director of Community Relations Development on a regular basis.
   3. Attend staff meetings and participate in organization‐wide planning activities.
   4. Handle other tasks as assigned by the Director of Community Relations, VP of Philanthropy, Chief Development and External Relations Officer, and/or President and CEO.
   5. Keep up to date on philanthropic trends by reading industry publications and attending conferences, workshops, and seminars.
   6. Undertake all activities with the highest ethical standards.

EDUCATION and/or EXPERIENCE

Bachelor's degree from a four-year college or university in nonprofit management, communications, marketing, business, finance, or a related discipline; minimum of 3 years of experience in fundraising or special event experience; knowledge of resource development techniques and strategies; experience writing letters of inquiry, concept proposals, and similar documents; graphic design, digital marketing, and social media skills are a plus.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

LANGUAGE SKILLS: It is imperative that the person in this position possess a high level of energy, ambition and orientation toward discussing and soliciting gifts and general marketing of SAMMinistries with donors; strong interpersonal, organizational, communication and computer literacy skills; strong attention to detail, accuracy and capable of meeting deadlines; ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and/or governmental regulations; ability to write newsletters, articles, stories, marketing materials, proposals, reports and business correspondence; ability to effectively present information and respond to questions from groups of donors, clients, customers, and the general public.

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS: Candidate must have a valid Texas Driver's License, a good driving record, reliable transportation and proper insurance coverage on automobile use for work. Monthly mileage reimbursed for applicable and documented work related mileage. Some travel may be required.

OTHER SKILLS AND ABILITIES: Ability to operate a computer, copier, fax machine, and a telephone with intercom. Ability to work in Microsoft Windows XP and Office Suite applications; a willingness to learn new programs and applications is essential; ability to follow instructions, think conceptually, set priorities and interface effectively with staff; ability to coordinate work requirements and to handle several projects simultaneously; ability to work conscientiously without supervision; must have excellent written, verbal and interpersonal communication skills and public speaking ability; ability to maintain strict confidentiality and interact well with all constituencies; ability to work independently but also be flexible in providing assistance to the "team" as needed.

PHYSICAL DEMANDS: The physical demands 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 disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position requires onsite, face to face interactions with donors and staff. The work environment is indoors. Workload may dictate work hours in excess of 40 hours per week and during evenings and weekends. The noise level in the work environment is usually low.