Director – Special Events & Sponsorship Fulfillment

the CIA•Hyde Park, NY

14d•$80,000 - $90,000

About The Position

The Director – Special Events & Sponsorship Fulfillment leads the production and fundraising activities for Advancement events and ensures the CIA delivers on its sponsorship benefits for special event contributors. The Director has primary responsibility for the CIA’s signature fundraising events including the Annual Leadership Awards, the Thomas Keller Golf Classic, the Alumni Walk of Fame induction, an annual gala at our California campus at Greystone, and Run for your Knives. Further, the Director works collaboratively with Society of Fellows leadership, the Alumni Office, and the CIA’s Corporate Relations function to drive and support special events including annual fellows programming and alumni receptions and gatherings. The Director ensures the CIA meets its obligations to all event-related corporate sponsors across the Advancement Division.

Requirements

Bachelor’s Degree or a minimum of an Associate’s Degree combined with 10-12 years of progressively responsive experience in event management, hospitality or a related field.
A minimum of eight (8) years of experience in event management, hospitality or a related field.
Successful track record to date in previous roles, producing superior results.
Broad business savvy, with a solid grasp of financial and operating goals.
Must have a track record of achieving measurable success for meeting objectives, managing costs and achieving change.
Exceptional organizational skills.
Strong facilitation and presentation skills.
Excellent written and verbal communications skills.
Ability to solve problems collaboratively and with a positive attitude.
Strong teamwork and interpersonal skills; ability to be adaptable, dependable and handle multiple priorities simultaneously.
Ability to use sound judgement and discretion in handling sensitive information with confidentiality and discretion.
Must display a high level of energy and self-motivation.
Computer proficiency, which must include abilities to work effectively with e-Learning systems, fundraising database systems and MS Office suite products.
Highly organized with experience in project management and skilled in MS-Project, Planner, Smartsheet, or similar planning tools.
Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
Must be able to travel and work nights and weekends as required by business needs.
Regular work could require a great deal standing for extended periods.
Regular work requires the use of a computer, sometimes in excess of eight (8) hours per day.

Nice To Haves

Proven track record of senior-level experience in large-scale event management; including Galas, Alumni events, corporate events or trade shows.
Demonstrated success in leading and managing diverse teams, including event managers, coordinators and vendors.
Strong negotiation skills and experience in contract management with vendors, venues and suppliers.
Strategic thinking and planning expertise to align event objectives with organizational goals.
Exceptional project management skills with a strong ability to prioritize, multitask, and deliver events on time and within budget.
Strong creative and problem-solving abilities to ensure innovative and engaging events.
Experience in a nonprofit, alumni relations, or higher education environment.

Responsibilities

Event Planning, Financial Oversight & Execution With P&L responsibility, lead all aspects of event production, including timeline development, program design, task management, and day-of execution.
Oversee logistics, registration, vendor management, and contracts.
Coordinate with internal departments and external partners on concepts, branding, marketing, and materials.
Develop and manage budgets, monitor expenses, and ensure events are executed on time and within budget.
Ensure high-quality execution of on-site production, volunteer management, and guest experience.
Project Management – Organized, collaborative, and adept at using technology for event planning, action lists, and communications.
Sponsor Relations & Fulfillment Create compelling sponsorship packages and donor benefit structures.
Recruit, engage, and steward sponsors and donors; ensure that benefits are fulfilled according to the agreed-upon terms.
Serve as the primary point of contact for sponsor relations and event activation.
Lead sponsor communications, including scheduling calls, collecting assets (logos, product details, guest names), and managing deadlines.
Collaborate with culinary and planning teams to showcase sponsor products d uring events.
Coordinate the Advancement Office’s special events donor engagement program including sponsor recruitment and management.
Internal & External Collaboration Partner with the Society of Fellows, Alumni Relations, Corporate Relations, and the President’s Office to align event efforts with institutional priorities.
Lead the development of new events that generate revenue and expand alumni and donor engagement.
Manage documentation and reporting in Advancement CRM and prospect tracking systems.
Support the planning and implementation of events around the Board of Trustees and alumni engagement opportunities.
Document contacts and prospect ‘moves’ tracking progress using the CIA Advancement database and prospect tracking systems.
Any and all other duties as assigned