What are the responsibilities and job description for the Special Events Manager position at POTS?
About POTS
Part of the Solution (POTS) offers an array of comprehensive and personalized services to fight poverty and hunger in The Bronx, at no cost to clients. Annually, POTS serves more than 35,000 people, including 12,000 children. Our services are organized around three programmatic pillars: a Dignity and Wellness Program provides shower, mail, haircut and medical and dental services; a Food Security Program offers hot meals and groceries; and a Long-Term Stability Program provides guidance on applications for public benefits and mentoring for long-term personal growth.
About the position
The Special Events Manager leads the planning and execution of POTS’ fundraising, cultivation, and selected internal events. This position plays a key role in designing and executing high-impact events that strengthen engagement and drive revenue. This role is ideal for a detail-oriented, strategic thinker and problem solver who can manage logistics, inspire teams, and lead project planning across departments.
Responsibilities
- Commitment to POTS: Belief in the programs and mission of the organization. A passion for assisting low-income individuals stabilize their lives by meeting their most immediate and basic needs and then assisting individuals in taking the next steps in their journey towards even greater stability and self-sufficiency. Commitment to the core values of the organization.
- Event Planning and Execution: Owns end-to-end production of POTS' fundraising, cultivation, volunteer appreciation, and community events — from vendor coordination, budgeting, and logistics to branding, outreach, and day-of troubleshooting. Also manages event budgets/financial tracking and keeps cross-team planning (Events, Communications, Individual Giving) on schedule via calendars and work back timelines.
- Volunteer and Donor Engagement: Supports fundraising strategy by stewarding donors, sponsors, and auction participants before, during, and after events, including acknowledgments and post-event follow-up. Acts as the main point of contact for co-chairs, honorees, and event committees, and coordinates with the Individual Giving team on donor research and outreach.
- Data Management and Administration: Maintains operational systems, an annual events calendar, and accurate tracking of invitees, pledges, RSVPs, and in-kind donations/auctions. Serves as the Salesforce and event-software "super user," ensuring GAAP-compliant revenue/expense recognition and reporting on performance metrics to drive improvements.
Required Skills
- Bachelor’s degree or equivalent professional experience
- 3 years of experience planning and executing events, preferably fundraising or donor-facing events
- Proven ability to manage multiple complex projects and deadlines simultaneously
- Experience overseeing event logistics end-to-end (vendors, venues, registration, run-of-show, guest communications)
- Experience supporting event-related fundraising activities (e.g., sponsorships, donor stewardship, auctions, or ticketed events)
- Strong project management skills, including creating and managing timelines and work plans
- Excellent organizational skills and attention to detail
- Strong written and verbal communication skills
- Ability to collaborate effectively across teams and manage multiple stakeholders (internal and external)
- Proficiency in Microsoft Office, especially with Excel, and mail merge.
- Use Teams and Outlook and agree to be connected to communications outside of set work week.
- Ability to work evenings and weekends as required for events
- Experience with event platforms such as Givergy or similar tools
- Commitment to the mission and values of POTS
Preferred Skills
- 3-6 years of experience in nonprofit event management or fundraising events
- Demonstrated success managing revenue-generating events (e.g., galas, auctions, sponsorship programs)
- Experience working directly with Major Gifts teams or donor pipelines
- Experience coordinating volunteers or event committees
- Proficiency in Salesforce for tracking donor engagement and event performance
- Experience managing event budgets, forecasting revenue, and financial reporting
- Familiarity with in-kind donation procurement and auction management
- Experience collaborating with Marketing/Communications on event branding and promotions
- Proficiency with project management tools (e.g., Asana)
- Basic design skills or experience using tools like Canva