Donor Engagement Operations Manager

Oregon Shakespeare Festival•Ashland, OR

7d•Onsite

About The Position

The Donor Engagement Operations Manager will lead and execute all aspects of planning and execution for major events for the theatre. This role ensures events are delivered successfully, meeting organizational goals, staying within budget, and providing a positive audience experience. The manager will establish event goals and ROIs, and make recommendations for event continuation or discontinuation based on metrics. They will collaborate with Development Team members to budget, design, and produce donor-related events, and execute all aspects of event logistics including negotiating contracts with venues, vendors, performers, and other service providers. This position involves developing and overseeing budgets for events, including reconciling and paying vendors and personnel in a timely manner. The role also includes collaborating with the Volunteer Coordinator to recruit and train volunteers for event support, creating and coordinating invitations, tracking RSVPs, and preparing follow-up communications. The manager will provide oversight and staffing for all events, ensuring all donor events are on Development staff’s, senior leaders’, and board members’ calendars with accurate details and accompanying documents. They will manage the Events calendar, keep statuses up to date in events tracking systems, and complete occasional prospect research projects, drafting dossiers, bios, and event scenarios as needed. The role serves as the primary liaison to producing and artistic teams to schedule actors and artists for events, experiences, and meetings, and supports the Director of Campaign and Major Gifts with off-site events and trips. Additionally, the manager will oversee engagement and event RSVPs, schedule, staffing, and attendees, update and distribute event attendee lists, and support the Development team with staffing the development front desk area and answering the main line and inboxes. They will also support the Board Relations Manager with Board Dinners and events. The position requires serving as an advocate and ambassador for OSF.

Requirements

Minimum 3-5 years of experience managing complex projects, events, or stakeholder-facing programs in a nonprofit, hospitality, education, arts, healthcare, or corporate environment.
Ability to think quickly and clearly solve problems under pressure.
Ability to deal effectively and efficiently with a wide range of individuals within and outside of OSF
High degree of organizational skills and attention to detail
Ability to multitask easily
Ability to negotiate competing timelines and deadlines
Ability to hold the big picture while focusing on the details
Ability to work both independently and as a member of a team
Proven ability to oversee and execute multiple logistical aspects of event planning and coordination
Fluent with Microsoft suite
Demonstrated initiative, energy, and passion for event coordination

Nice To Haves

Experience with Tessitura or similar CRM preferred
Ability to work with project and task management tools like Asana
Ability to lift and carry a minimum of thirty-five pounds
Ability to sit, stand and walk for extended periods of time

Responsibilities

Lead and execute all aspects of planning and execution for major events for the theatre
Ensure events are delivered successfully, meeting organizational goals, staying within budget, and providing a positive audience experience
Establish event goals and ROIs, and make recommendations for event continuation or discontinuation based on metrics
Collaborate with Development Team members to budget, design and produce donor-related events
Execute all aspects of event logistics including negotiating contracts with venues, vendors, performers, and other service providers
Develop and oversee budgets for events. Including reconciling and paying vendors and personnel in a timely manner
Collaborate with Volunteer Coordinator to recruit and train volunteers for event support
Create and coordinate invitations, track RSVPs in Tessitura and prepare follow up communications post event
Provide oversight and staffing for all events
Ensure all donor events are on Development staff’s, senior leaders’, and board members’ calendars as necessary with accurate, up-to-date details and accompanying event documents
Manage Events calendar and keep statuses up to date in events tracking systems
Complete occasional prospect research projects and help draft dossiers, bios and event scenarios as needed
Serve as primary liaison to producing and artistic teams to schedule actors and artists for events, experiences and meetings
Support the Director of Campaign and Major Gifts with off-site events and trips
Oversee engagement and event RSVPs, schedule, staffing, and attendees
Update and distribute event attendee lists to development staff, collaborators and volunteers
Support the Development team with staffing the development front desk area and answering the Development main line and inboxes when needed
Support the Board Relations Manager with Board Dinners and events
Other duties as assigned
Serve as an advocate and ambassador for OSF