Job Listing: Associate Director of Donor Engagement Events (The Colonial Williamsburg Foundation) - Virginia Association of Museums : Job Details

Associate Director of Donor Engagement Events

About the Position

Under the direction of the Director, Donor Relations and Events, the Associate Director of Donor Engagement Events is a critical member of the Donor Relations & Events team, overseeing the design, planning, execution and evaluation of 12-15 annual donor events held on- and off-site. This position demands a high level of organizational skills, keen attention to detail, flexibility in high-stress situations, and the ability to multi-task and work effectively in a fast-paced environment. Additionally, the position is responsible for providing clear, timely, and concise communications to Development peers and CWF partners regarding the full spectrum of an event plan.

Essential Functions:

1. Manage overall project timeline and deliverables with internal and external stakeholders.

2. Develop a detailed process system for accurate and consistent event management utilizing technology.

3. Coordinate the logistical and financial planning of donor events by identifying location and equipment needs, planning menus and event flow, and coordinate programming and other related activities.

4. Facilitate pre- and post-planning event operation meetings.

5. Collaborate with communications team to ensure invitations, websites, and all event documentation is following brand guidelines.

6. Collaborate with Development peers to ensure seating arrangements are strategic, events are appropriately staffed, and roles are clearly defined.

7. Serve as primary liaison with vendors, including internal partners, and facilitate contracts in accordance with budgetary limitations.

8. Provide high quality on-site coordination and support of donor events, including preparation, set-up, directing of guests and staff upon arrival, and ensuring a seamless experience for donors and prospects.

9. Communicate with internal/external vendors concerning service provision, including negotiating pricing, executing contracts, and oversight of activities and services fulfillment.

10. Validate accuracy of billing in line with budget, ensure appropriate approvals are obtained and invoices are paid in a timely manner. Provide creative ideas and solutions in support of the donor relations team for smaller scale/salon events.

Travel Expectations: 25 – 50% of the time

Required and Preferred Education and Experience:

Required:

• Bachelor's degree or equivalent experience.
• 4-7 years of event planning experience.
• Proficiency with Microsoft Office Suite; event management or registration software a plus.
• Creative event planning experience.
• Experience in establishing relationships with a variety of stakeholders.

Preferred:

• Knowledge of Colonial Williamsburg Foundation policies and procedures.
• Experience in donor or alumni relations or previous roles in non-profit organizations.
• Demonstrated budgeting experience up to $1,000,000.00.

Qualifications:

• Ability to work in a fast-paced, changing environment.
• Ability to manage multiple tasks and deadlines with an excellent sense of priority, logic and objectivity.
• Exceptional organizational skills and capable of handling several sensitive and important issues simultaneously while being acutely attentive to details.
• Ability to meet or exceed deadlines while providing outstanding experiences within budget.
• Able to be a strategic, integrated decision maker in the logistical planning of multiple, complex meetings, and/or other events.
• Understanding of eventlifecycle and adept at planning and coordinating complex assignments and projects across multiple organizational units.
• Skilled communicator that can report progress to executive-level stakeholders using project management tools including budget forecasting and timelines.
• Sense of urgency and independent initiative toward accomplishing objectives.