Events Manager

Job brief:

We are seeking an experienced, detail-driven, and donor-focused Event Manager to take ownership of our Gala & Golf event from planning through execution. This role is responsible for the vendors, logistics, and on-site experience that bring our flagship fundraising event to life, working alongside a dedicated Event Assistant and in close partnership with our event management company, auction team, and internal leadership. This person will also support the planning, coordination, and execution of additional foundation events and initiative across the organization, including ministry, travel, logistics, and other cross-functional projects as assigned.

Responsibilities:

Own Gala & Golf Event Execution

Serve as the primary owner of our Gala & Golf event from early planning through post-event wrap-up
Build and manage the event timeline, ensuring every milestone is met on schedule
Track event spend and support budget management in partnership with the Head of Events
Lead on-site execution and serve as the point of contact for all event-day logistics
Partner with our contracted event management company on vendor coordination, production, and run-of-show

Manage Vendors & Logistics

Source, negotiate, and manage relationships with venues, caterers, AV/production teams, and photographers
Coordinate signage, registration, seating, and on-site guest flow
Oversee event-day staffing needs and volunteer coordination
Proactively identify and resolve logistical issues before they impact the donor experience

Support Additional Events as Needed

Assist with planning and logistics for other organizational events as needed throughout the year
Coordinate travel logistics for Night to Shine, including itineraries and on-the-ground coordination
Provide flexible, hands-on support across the events calendar during peak planning periods

Elevate the Donor Experience

Ensure every touchpoint — from invitation to follow-up — reflects excellence and hospitality
Collaborate with our Donor Event Manager and Auction & Travel Specialist on guest experience, swag, and VIP needs
Support accurate, timely data entry and reporting in our CRM (HubSpot) before and after each event
Help drive a culture of thoughtful, consistent donor follow-up after every event

Collaborate Across Teams

Work closely with the Project Manager on budget tracking, signage, and event materials
Partner with Marketing and Brand teams on creative assets and event promotion
Communicate clearly and consistently with the Head of Events on event status, risks, and decisions
Maintain a high level of professionalism and discretion when working with donors, sponsors, and VIP guests

Requirements:

3–5+ years of experience in event planning or management, ideally in nonprofit, fundraising, hospitality, or corporate event production
Demonstrated experience managing vendor relationships, timelines, and on-site logistics from start to finish
Strong project management skills with exceptional attention to detail and follow-through
Experience working with donors, executives, or VIP stakeholders preferred
Ability to stay calm, organized, and solution-oriented in fast-moving environments
Excellent written and verbal communication skills
High level of discretion and professionalism
Bachelor’s degree preferred; equivalent experience considered
Willingness to travel and work flexible hours, including evenings and weekends, around event dates

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