Special Events Manager - TheatreWorks Silicon Valley

Special Events Manager







Position Summary



The Special Events Manager sets the standard for all TheatreWorks events, working in close cooperation with the staffs of the Development, Marketing, and Production teams, as well as Board members and major donors. This position assists with donor coordination and engagement and serves as a public face of TheatreWorks to ensure the success of fundraising efforts and donor events. This is a hybrid remote/in-office position; a minimum of three (3) days in the office, plus in-person attendance at events, select performances and staff/board meetings is required.







For more information about TheatreWorks Silicon Valley and its programs, visit www.theatreworks.org







Key Responsibilities



Event Management

Manage all events, handling all details including, but not limited to, securing of venue, menu, scheduling volunteers and staff, and day-of logistics including set up and strike.

Maintain and distribute an institutional event calendar with all events.

Research and book event venues, including, but not limited to, reception areas in the MVCPA, Lucie Stern, Mountain View City Hall, private homes, and local restaurants.

Work with the appropriate production staff member to schedule guest artists, including TW Artistic staff, for events.

Work with the Director of Development to create and manage event budgets within the context of Board-approved TheatreWorks development budget.

Coordinate and train volunteers for events.





Vendor Relationships & In-Kind Donations

Cultivate relationships with hospitality industry.

Create & maintain relationships with current in-kind donors.

Solicit in-kind services and products such as restaurants, caterers, wine, photographers, etc.

Negotiate vendor contracts.





Annual Fundraisers

Lead the gala fundraising committees in planning and implementing events.

Devise strategies to sell tables and tickets.

Assist in acquiring auction donations.

Manage logistics and concierge duties for winning auction packages throughout the year.

Maintain accurate records on all donations.

Work with key production personnel to implement event logistics.

Recommend and manage budgets and post-event reconciliation.

Recruit, train, and manage volunteers.





New Works Festival

Recruit, train, and manage Donor Lounge Coordinator

Manage Donor Lounge design; ensure event inventory is up to date and all items are in stock.

Coordinate trained staff and volunteers for Donor Lounge

Produce and manage all events including Inner Circle Dinner, Producer Lunches, Speaker Events, and other Donor Lounge events throughout the Festival.

Coordinate and Manage the Opening Night Inner Circle Dinner, two Producer Lunches, and other miscellaneous speaker events held in the Donor Lounge throughout the Festival.

Provide timely information regarding all events to Marketing for promotional purposes.





Database & Events

Work with Development Operations Manager to maintain event information and data integrity (attendance, payment, etc.) in Tessitura.

Maintain current database of hospitality volunteers and interns; ensure accurate information is housed in Tessitura.





Board Meetings

Work with the Executive Director and Board Chairs to schedule board meetings, send invites, and schedule conference room.

Provide board meeting support to Executive Director and Board Chair, including the taking of meeting minutes.

Run the online portion of the meeting (Zoom, Microsoft Teams, etc.)





Other duties as assigned.

This position is a team member of the TheatreWorks staff. All staff members support TheatreWorks at large. All personnel participate, as needed and within regularly scheduled work hours, in TheatreWorks functions, on site and off.







Qualifications



The successful candidate will be a detailed, innovative, and forward-thinking individual, with professional event-producing and fundraising experience as an event manager, event coordinator, development assistant, or other fundraising experience. A high degree of professionalism and integrity is necessary to be successful in this position. Proven ability to work with and manage a modest budget. Bachelor’s degree in marketing, communications, or hospitality is preferred. Proven experience as a non-profit events coordinator or development assistant is preferred.







Key Competencies Desired



Ability to present project outline and manage scheduling of priorities. Strong attention to detail and good time management skills.

Exceptionally strong writing skills in the area of donor correspondence, event marketing, and compelling solicitations

Strong customer service skills. Ability to manage sensitive situations with a high degree of emotional intelligence and confidentiality.

Team player and inclusive leader. Strategic, flexible and curious thinker. A fixer. Must have the initiative to resolve problems in the moment and seek answers independently.





Compensation and Benefits



Salary is $67,000/year (exempt) and benefits that include employer-paid health insurance; a 403(b)-retirement plan; paid vacation; holidays; personal and sick days; season tickets to TheatreWorks; friends and family discounts; and a creative, energetic environment.







Applications and Inquiries



Please send application resume and cover letter, outlining how your skills and experience meet the qualifications of the position and stating how you heard about this opportunity here





TheatreWorks Silicon Valley strives to be an inclusive work environment and embraces a diversity of people, ideas, talents, and experiences. We highly encourage people of color, individuals with disabilities, and other historically underrepresented groups to apply.
Salary: 67,000