Palm Beach Opera is looking for a professional, highly-organized, multi-tasking expert for our Special Events Manager position. A creative go-getter with the ability to greet any challenge with determination and a positive attitude is required to be successful in this position.
The Special Events Manager position is part of the Institutional Advancement Department and is responsible for managing all company special events, as well as cultivating corporate support or underwriting for all events and programs. Works in close collaboration with all members of the Institutional Advancement team.
The highest concentration of this work is from November to April, our Opera Season.
Essential Duties and Responsibilities
Manage all aspects of company special events, including but not limited to communicating with vendors, management of RSVP lists, event seating, menus and caterers, event entertainment arrangements, décor arrangements, management of all staff and volunteers, as well as design and creation of all event collateral materials
Secure in-kind contributions and be willing to ASK for discounts and free items
Manage all aspects of company Annual Gala, including cultivation of corporate underwriters or sponsors, and working closely with Gala Committee (where appropriate) and Chairs
Plan and organize board dinners, board meeting events, and donor receptions or events at Palm Beach Opera offices, PBO Production Center, local restaurants, country clubs, and patron homes
Plan and organize out-of-state board and donor cultivation dinners and receptions
Maintain a good working relationship and open communication with other staff members by coordinating schedules with other programs and events
Assure the safety of visitors, staff, and facilities by following and enforcing all related policies and procedures in the planning and execution of events
Manage all event budgets with emphasis on cost control
Cultivate and solicit corporate underwriting or support for company events and programs
Prepare monthly expense reports for all company events
Process contracts, letters, correspondence, and memoranda as needed for all events
Provide direction and guidance for donor recognition, correspondence and gift fund stewardship
Manage and expand event volunteer program
Maintain a flexible schedule that will require working some nights and weekends during season
Provide other related duties as assigned
This job description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the job
3-5 years of event coordinating or managing experience is required - preferably in not-for-profit development
Bachelor’s degree preferred
Knowledge of opera and the performing arts a plus
Proficient in business writing, procedures, and correspondence
Excellent organizational and time management skills
Effective presentation of information and strong spoken language skills
Experience working with Spektrix CRM and/or other fundraising databases
Intermediate to advanced computer skills: experience in a Windows environment utilizing Word (experience with Mail Merge required), Excel, Outlook and PowerPoint
A dependable, enthusiastic, extremely detail-oriented multitasker with a “whatever it takes” attitude and pleasing personality
Ability to think creatively and strategically about event communications and messaging
Ability to work in a high volume, deadline-driven environment
Adept at problem-solving, critical thinking, and using judgment in situations that require sensitivity and tact
Willingness to take initiative, keep a positive attitude, and maintain a professional demeanor
Hours of Work
Full-time; required to attend and supervise events and be present after hours during the Opera Season (November – April). All Development members of Institutional Advancement Department actively participate in the cultivation and stewardship of our patrons.
The Special Events Manager is a full-time exempt position, with a competitive salary range commensurate with experience. Please forward your cover letter and résumé in pdf format to: email@example.com
Palm Beach Opera is an Equal Opportunity Employer and does not discriminate based on race, color, national origin, religion, ancestry, sex, age, familial status, marital status, sexual orientation, gender identity and expression, disability or genetic information.
Palm Beach Opera is dedicated to producing live opera at an international standard of excellence and to enriching the life of the communities it serves with a diverse offering of educational programs. Founded in 1961, the fully professional Palm Beach Opera presents main stage performances at the Kravis Center for the Performing Arts in West Palm Beach and is a proud member of the Cultural Council of Palm Beach County.
Americans for the Arts serves, advances, and leads the network of organizations and individuals who cultivate, promote, sustain, and support the arts in America. Founded in 1960, Americans for the Arts is the nation's leading nonprofit organization for advancing the arts and arts education.