Special Events Manager

Job Title: Special Events Manager

Department: Development         

Reports to: Director of Special Events

Hours: Full-time

FLSA Status: Exempt      

Salary: $60,000 - $65,000 per year

Special Events Manager

Reporting to the Director of Special Events, the Special Events Manager will support the planning and execution of over 35 events annually, including fundraising galas, patron trips, cultivation events, and donor receptions. This role requires strong organizational skills, creativity, and the ability to manage multiple projects simultaneously. The Special Events Manager will collaborate closely with the development, marketing, and other internal stakeholders to enhance donor engagement and ensure the success of all events.

Key Responsibilities

Event Planning & Execution

Implement event plans and concepts and handle all aspects of the execution of Artist’s Circle Events, cultivation and stewardship events and auctions as applicable.

Oversee event logistics, including venue coordination, vendor management, catering, audiovisual production, and on-site execution for these events.

Manage and update event budgets, ensuring alignment with financial goals.

Manage all guest lists, RSVPs, and seating charts, collaborating with the Development team for VIP and donor recognition.

Communicate with the Artistic team to ensure dancers are available and present at events.

Assist Director of Special events in planning and executing high-profile fundraising events.

Sponsorship & Fundraising

Assist in securing in-kind and cash sponsorships from businesses and individuals.

Support corporate sponsorship activations, ensuring benefits are fulfilled.

Manage event auctions, including item procurement, digital auction platform, donor recognition, and marketing, as applicable.

Collaborate with the Development team to support sponsor benefit fulfillment.

Marketing & Communications

Work with the Marketing team to develop event collateral, including invitations, programs, signage, and sponsorship materials.

Work with marketing to update website pre event, event and post event

Write and proofread event communications, including invitations, sponsor acknowledgments, and post-event follow-up emails.

Oversee invitation design, printing, mailing, and digital deployment (via Wordfly, Outlook, or similar platforms).

Administrative & Operations

Maintain event databases, ensuring accurate records of attendees, sponsors, and ticketing.

Oversee event websites in Cvent, ensuring seamless registration and accurate event details.

Manage the GiveSmart database for auctions and donation processing.

Support general administrative tasks, including answering donor inquiries, sending invoices and acknowledgment letters related to events.

Other duties as assigned, i.e. take meeting notes

Requirements & Qualifications

Minimum three years of experience in event planning and management.

Bachelor's degree or equivalent combination of education and experience.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and design tools such as Canva and Adobe.

Experience with CRM database software (e.g., Tessitura) preferred.

Familiarity with online event management tools (e.g., Wordfly, Cvent, GiveSmart).

Ability to work evenings and weekends as needed for events.

Strong interpersonal and relationship-building skills.

Excellent written and verbal communication skills.

Ability to remain calm and efficient in high-stress situations.

Self-motivated with the ability to work independently and collaboratively.

Exceptional organizational skills, with the ability to prioritize, problem-solve, and multitask.

Keen attention to detail, including follow-through and follow-up.

Comfortable initiating outreach for sponsorships, partnerships, or auction items.

Ability to lift up to 30 lbs for event setup and logistics.

To apply, please submit cover letter and resume to joy.stanfield@miamicityballet.org. 

No agency phone calls please.

Miami City Ballet seeks to develop and nurture its diversity. Miami City Ballet is committed to maintaining an inclusive community that recognizes and values the inherent worth and dignity of every person; fosters tolerance, sensitivity, understanding, and mutual respect. Miami City Ballet is an EEO employer fully committed to achieving a diverse workforce. All individuals, including minorities, women, individuals with disabilities, and protected veterans are encouraged to apply.