Special Events Manager

Caramoor Center for Music and the Arts, LLC•Town of Bedford, NY

2d•$26 - $26

About The Position

The Special Events Manager plans, organizes, and manages Caramoor’s signature fundraising events, stewardship events, and gatherings. The primary goal is to foster guest satisfaction and loyalty while helping meet Caramoor’s fundraising goals. The role works closely with the Vice President of Philanthropy and collaborates with the Philanthropy and Special Events Committee, marketing, finance, hospitality, facilities, graphic design, staff, and vendors. Responsibilities include maintaining an annual calendar of donor cultivation, stewardship, and special events; managing invitations, guest lists, and mailings; preparing budgets and obtaining competitive vendor bids; overseeing hospitality logistics and event production; supporting auctions, gala programming, sponsorships, and advertising; and coordinating creative details such as décor, florals, programs, honoree gifts, and guest gift bags. The manager also serves as a staff and vendor point person before and during events, interacts with donors and guests, collaborates on event publicity and reconciliations, maintains vendor relationships, and monitors industry trends. This is a full-time, non-exempt position in the Philanthropy department, reporting to the Vice President of Philanthropy. Compensation is $26.00 per hour. The position requires work in a busy office environment and outdoors across Caramoor’s wooded and landscaped campus in all weather conditions. Evening and weekend work is required. The role requires the ability to lift or move up to 25 pounds and a valid driver’s license. Authorization to work in the U.S. is required.

Requirements

Three or more years of leadership experience in event planning, hospitality, and food service.
Strong problem-solving and project management skills.
Proven leadership and management ability, including grace under pressure.
Friendly, professional attitude and ability to work well with the public.
Excellent interpersonal, verbal, written communication, and conflict resolution skills.
Ability to work positively and professionally as part of the Caramoor team.
Willingness to be hands-on and flexible in carrying out a variety of assigned tasks.
Ability to maintain confidential information.
Highly organized and detail-oriented, with a strong work ethic.
Flexibility to adapt to changing priorities and new opportunities.
Command of Microsoft Word, Excel, PowerPoint, and Outlook.
Ability to work in a busy office environment and maneuver outdoors in all weather conditions on woodland trails, gravel pathways, and gardens.
Ability to work evenings and weekends.
Ability to lift or move up to 25 pounds.
Valid driver’s license.
Authorization to work in the U.S.

Nice To Haves

Experience with fundraising in an arts or nonprofit setting.
Bachelor’s degree in a related field.
Experience with Raiser’s Edge and Spektrix.

Responsibilities

Work with the Vice President of Philanthropy to plan high-quality, revenue-generating special events.
Establish and maintain an annual calendar of donor cultivation, stewardship, and special events.
Manage invitation design, guest lists, and mailing processes.
Ensure event logistics are in place and fundraising strategies are incorporated.
Prepare budgets for special events and donor-focused hospitality functions.
Obtain competitive vendor bids to secure quality services and products at the lowest bid.
Maintain reservations and record Gift-in-Kind for fundraising events using Excel and Spektrix.
Comply with IRS guidelines regarding benefit payments.
Oversee hospitality production for donor gatherings, including preparing timelines and production sheets detailing logistics and attendance.
Secure auction donations and oversee auctions when applicable.
Manage the gala program, secure sponsorships and advertisements, and work with the graphic design team.
Collaborate with the Philanthropy and Special Events Committee on event creative direction, including décor, florals, invitations, and programs.
Acquire honoree gifts and guest gift bags.
Serve as the point person between staff and vendors in the lead-up to and on the day of events.
Interact with guests and donors at events to build relationships and foster loyalty.
Work with marketing to develop event publicity strategies and digital and print promotional materials.
Collaborate with the Finance department on event reconciliations.
Maintain relationships with caterers and event vendors in collaboration with the Hospitality & Facility Rental Manager.
Monitor industry trends.