Project/Event Manager

This is a hands-on, execution-focused role responsible for planning and delivering flawless, well-run fundraising and client events — from initial logistics through post-event wrap-up. The Events Manager owns the details that make an event succeed: venue and vendor coordination, run of show, food and beverage, seating, registration, guest experience, and on-site execution.

This position is not responsible for donor cultivation, solicitation, or major-gift strategy on an ongoing basis — those functions sit with JMA's development staff. From time to time, the Events Manager may be asked to assist with a specific, discrete fundraising- or major-donor-related task at the direction of the President or a Development Manager; such requests are assigned individually as needed and are not a standing responsibility of this role (see "Other Duties as Assigned" below).

Key Responsibilities: Event Planning & LogisticsPlan and manage all logistical aspects of client fundraising events from concept through completionDevelop event themes, run-of-show documents, and timelines in partnership with clientsNegotiate, review, and manage vendor contracts — venues, catering/food and beverage, entertainment, AV, decor, and rentalsCoordinate menu selection, seating charts/floor plans, and room layoutManage on-site event execution, including setup, vendor coordination, and troubleshooting day-of issuesTrack event budgets and expenditures; reconcile actuals against planDemonstrated ability to plan and manage multiple events and event types simultaneously (galas, luncheons, golf outings, and similar)Key Responsibilities: Registration & Guest ExperienceManage event registration — entry, tracking, follow-up, and payment/ticketing setupMaintain and manage guest lists and RSVPs; oversee event check-inProduce name tags, place cards, and seating assignmentsCoordinate event materials bundling — auction/game-item logistics, gift bags, printed programs, and signageWrite event scripts, run-of-show documents, and emcee/speaker notesDevelop event PowerPoint presentations and event outlinesCompose, edit, and proof event-specific collateral — invitations, programs, signage, and agendasCoordinate with Communications staff on event-related print and digital materials as neededManage to the client's approved budget for each event — including her own time and the time of any support staff, as well as out-of-pocket expenses such as food and beverage, entertainment venue, and other vendor costsCreate and maintain event timelines, checklists, and planning documentsWrite and assign staff/volunteer assignment sheets; ensure clarity of responsibilities, timelines, and deliverablesMonitor progress and follow assignments through to completion; maintain documentation to support workflow and updatesServe as the primary point of contact for vendors and venues leading up to and on the day of the eventAttend client meetings related to event planning and logisticsOther Duties as AssignedMay assist with discrete fundraising- or major-donor-related tasks (for example, a specific mailing, a sponsorship follow-up call, or a data/list pull) when assigned individually by the President or a Development Manager — these are not core or ongoing responsibilities of this roleOther duties as assigned by the President or immediate supervisor.Experience/Qualifications3–5 years of experience planning and executing events (nonprofit, hospitality, corporate, or related setting)Bachelor's degree or equivalent work experienceProven track record managing multiple events simultaneously, on time and on budgetStrong vendor sourcing, negotiation, and contract review skillsExceptional organizational skills and attention to detail; ability to manage multiple deadlinesCalm, solutions-oriented demeanor under the pressure of live event executionExcellent written communication skills for scripts, programs, and event collateralComfortable using registration/RSVP platforms and databases for guest list managementAbility to work independently and to manage cross-functional teams — volunteers, vendors, and clients — during eventsPerformance MeasuresEvents are executed on time, to client specifications, and without avoidable disruptions, as reflected in client and internal post-event feedbackEvent budgets — staff time, vendor costs, and out-of-pocket expenses (food and beverage, entertainment, venue, etc.) — are managed within approved limits, with variances flagged and explained in advanceVendor and venue contracts are negotiated, confirmed, and finalized within planning timelines, with no missed deadlines or last-minute logistics gapsRegistration, guest lists, RSVPs, and seating assignments are accurate and current, with minimal day-of correctionsEvent materials — scripts, run-of-show documents, programs, PPT, signage, and invitations — are complete, proofed, and delivered on scheduleStaff and volunteer assignment sheets are clear and complete, with assignments tracked through to completionOn-site execution runs smoothly, with day-of issues identified and resolved promptly and professionallyClients report high satisfaction with event logistics, organization, and professionalism in post-event debriefsBonuses are awarded to staff based on extraordinary work output, bringing in new clients and a recommendation from a manager. Additionally, awards of more ESST/PTO are/can be given in addition to or instead of a cash bonus.Overtime: (over 40 hours per week) paid at a rate of time and a half.Employee Safe and Sick Time (ESST) & Paid Time Off (PTO)– ESST/PTO will begin accruing upon hire. All employees will earn ESST/PTO at a rate of 0.0909 per hour worked. This equates to earning 1 hour of ESST/PTO for every 11 hours worked. Employees may choose to use their ESST/PTO award for mental or physical illness, treatment or preventative care; a family member’s mental or physical illness, treatment or preventative care; absence due to domestic abuse, sexual assault or stalking of the employee or a family member; death in an employee’s immediate family; closure of the employee’s workplace due to weather or public emergency or closure of a family member’s school or care facility due to weather or public emergency; when determined by a health authority or health care professional that the employee or a family member is at risk of infecting others with a communicable disease; vacation days; and holidays.IRA participation (JMA contributes 3% if employee participates)Life Insurance and LTD – at no cost to employeeHealthcare plan reimbursement is available to employees who are not covered under another(s) healthcare plan and are required to purchase an individual or family plan (being covered on a significant other or parents plan does not qualify). Healthcare reimbursement in the amount of $250.00 per month for an individual plan is available if you are the “primary” on your plan ($250 per month = $3,000.00 per year for insurance). Healthcare in the amount of $500.00 per month for a family plan is available if you are the “primary” on your family plan ($500 per month = $6,000 per year for insurance).