Project Manager/Event Manager
Job Description:
Position Overview
The Development & Events Senior Associate is WTO’s creative strategist, planner, and executor of
experiences that promote WTO’s mission and challenge, educate, and facilitate engagement &
transformation. WTO engages both internal and external stakeholders in a variety of events and event
formats including our high-profile annual Benefit, annual Social Enterprise Expo, small curated events,
and social enterprise site visits. The Development & Events Senior Associate must provide expertise,
planning, and logistical support, but also identify new ways to incorporate events as a strategy to achieve
WTO’s mission. In addition to internal collaborations, this role will engage directly with external
stakeholders, from Board and Advisory Council members, to top entertainers, venue contacts, vendors and
consultants.
An ideal candidate will have extensive experience in all aspects of non-profit event management, including
but not limited to: creating an overarching events strategy, orchestrating large scale events, managing
sensitive relationships and executing financial controls. S/He has proven expertise in conceptualizing,
planning, managing and executing a broad variety of events from gala fundraisers to more complex
cultivation activities; can communicate with confidence and steadiness during stressful times, and exhibits
impeccable professionalism.
ESSENTIAL RESPONSIBILITIES
Events Strategy
• Identify and conceptualize new ways that events can help WTO achieve its mission
• Plan and implement a comprehensive development-focused events calendar.
• In collaboration with other WTO teams, create and co-manage strategic programmatic events
Event and Relationship management
• Create and manage event budgets
• Work with Development Manager to follow up on event sponsorship leads and implement sponsor
benefits
• Manage operational excellence of WTO’s events; from planning to execution and follow up
• Negotiate complex contracts in a cost effective manner
• Collaborate with cross departmental teams to ensure event goals are actualized.
• Be responsible for Development events communication externally and internally.
• Work with communications to create plan for event publicity.
• Oversee production of event-related print materials, such as invitations, programs, journals, and order
forms.
• Manage external vendor relationships
• Identify staff roles and responsibilities as related to the events and prepare key WTO staff with donor
information.
• Assist with organizing attendee travel logistics as needed.
• Manage event relationships between staff, board members, event committees, volunteers, honorees, and
funders
• Create and manage extensive vendor portfolio, research and contact venues, caterers, AV, designers and
talent
• Document, track and analyze event activity in our database to create best practices and optimize the
events program
Donor stewardship
• Create and distribute general as well as personalized “thank-you” notes to event attendees (separate from
donation acknowledgements).
• Work directly with WTO’s Development Manager to identify donors/attendees for follow-up.
• Work with WTO’s CEO, Executive Team, and senior staff to facilitate and support donor/event attendee
follow up and stewardship.
• Maintain donor/event attendee data in donor database: add/update event attendance records, donation
records, enter information from follow-up meetings.
Administration
• Create, update and maintain an events timeline
• Act as point person for all Event related questions
• Schedule all internal and external meetings required to plan and execute events.
• Maintain electronic and hard copy filing of individual donor/event attendee communications.
• Pull reports for event revenue analysis.
• Create event revenue analysis reports and presentations.
• Works with accounting and development team to reconcile outstanding event pledges as needed.
Qualifications:
QUALIFICATIONS:
• BA/BS degree with 2 years’ experience or 3-4 years of related experience with hands-on experience in
event and external relationship management.
• 5 years event planning experience, preferably in a development context for fundraisers with 100
attendees or more; comprehensive understanding of concepts, principles, and best practices within the nonprofit event planning industry
• Ability to interact and develop strong relationships with external stakeholders, from Board of Directors to
funders and vendors.
• Meticulous financial management of event budgets
• Strong project management, time management and organizational skills; detail-oriented
• Effective written/oral communication; well-developed interpersonal skills, including diplomacy, tact and
patience
• Ability to remain calm and solution oriented during stressful situations.
• Ability to manage competing priorities and meet deadlines
• Big picture thinker who is able to translate this perspective into making practical connections between
people and information
• Enjoy working independently with some degree of flexibility and ambiguity, able to initiate cross team
collaborations and take ownership of projects.
• Cooperative team member who excels at interacting with other teams on complex projects.
• Willing to travel; primarily within California but also occasionally to other locations requiring overnight
stays
• Hands-on experience with donor databases (e.g. Causeview) and CRM--Salesforce
• Experience using tools such as Microsoft Office
Working Conditions:
Physical Demands
Position is considered sedentary and no unusual physical requirements are necessary to perform most daily
tasks. Certain computer applications, programs, and documents may require an ability to differentiate
colors, shapes, and symbols.
Benefits:
The Rewards
• Ability to help craft WTO’s next 15 years of impact
• Work with passionate, dedicated people
• Apply your passion for social change in your career
• Operate with a high degree of autonomy in a fast-paced, dynamic environment
• Competitive, comprehensive benefits package
Salary:
Commensurate with Experience
Posting Expiration Date:
5/30/2014
How to Apply:
Join Us!