Event and Program Manager

About the Company

Our employer is a growing West Palm Beach area nonprofit on a mission to connect kids to outdoor exploration, education, and entrepreneurship. Through immersive experiences, educational programs, and partnerships, their goal is to create opportunities for young people to cultivate curiosity, resilience, and leaderships.

About the Role

They are seeking an experienced, polished, and highly organized Event and Program Manager to independently plan and execute their signature programs, community events, and donor stewardship activities. The ideal candidate is a proactive, resourceful professional who thrives on taking ownership, managing complex logistics, and ensuring that every detail is thoughtfully executed. With a background in event production, hospitality, nonprofit operations, or high-touch client service, this individual brings exceptional organizational skills, sound judgment, and the confidence to engage with donors, community leaders, partners, and families. This is a hands-on role for someone who is equally comfortable coordinating a boat charter, managing vendors and budgets, engaging with guests at donor events, handwriting personal thank you notes, and reconciling a credit card statement.

Responsibilities

Program and Event Management

• Serve as the primary point person for assigned programs and events, managing planning timelines, logistics, vendor relationships, budgets, on-site execution, and post-event follow-up. Anticipate challenges and resolve issues independently while upholding standards for safety, hospitality, and professionalism.
• Coordinate outdoor experiences such as beach clean-ups and snorkeling excursions, including permits, registration, participant communications, transportation, accommodations, equipment, insurance, and photography.
• Plan and execute donor gatherings, including intimate cocktail receptions, overseeing venues, vendors, guest arrangements, hospitality, event materials, and photography. Support logistics, program materials, guest arrangements, and production for the annual Future Waves gala.
• Research and evaluate vendor proposals, negotiate contracts, and balance quality, cost, and organizational needs. Keep leadership and other stakeholders informed of plans, deadlines, and commitments.

Community Engagement and Partnerships

• Plan and staff community activities, including seasonal celebrations such as Turkey Trot appearances, educational experiences, museum collaborations, and special appearances.
• Coordinate programming with partners such as Boys & Girls Club, COX Science Center, Manatee Lagoon, and The Everglades Foundation. Serve as a welcoming contact for partners, volunteers, families, and participants, managing communications and follow-through.
• Coordinate logistics and scheduling for podcast filming, including guest speakers and hosts.

Donor Stewardship and Engagement

• Work closely with leadership to coordinate timely, personalized acknowledgements, correspondence, gifts, special deliveries, and other gestures of appreciation. Anticipate stewardship needs and identify opportunities to enhance the donor experience.
• Support donor events through guest coordination, hospitality, introductions, and personalized follow-up. Prepare donor research and profiles to inform leadership's development and engagement efforts.
• Maintain accurate donor records, including contributions, contact details, preferences, and engagement history. Handle donor information and financial matters with discretion and confidentiality.

Financial and Administrative Operations

• Track program and event expenses, monitor budgets, and prepare spending summaries for leadership. Code credit card transactions, organize receipts, and enter and reconcile transactions in QuickBooks.
• Maintain organized contracts, participant releases, photographs, and program records.
• Assist with milestone tracking and related administration. Monitor the general inbox, respond to or route inquiries, and improve systems and workflows.

Qualifications

Must currently reside in the West Palm Beach metro area

• 3+ years of relevant experience in event management, hospitality, nonprofit operations, high-touch client service, or a related field, with demonstrated experience independently managing events or complex projects with exceptional attention to detail
• Polished, personable, and confident communicating with donors, community leaders, partners, vendors, families, and other stakeholders
• Excellent written and verbal communication skills, including the ability to prepare thoughtful and personal correspondence
• Strong proficiency in Microsoft Office, particularly Excel, Word, and Outlook, and comfort learning new organizational systems and databases
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook; comfort learning databases and other systems; and experience maintaining accurate budgets, expense records, and administrative or financial records.
• Resourcefulness, sound judgment, discretion, and a willingness to handle tasks of every size.
• Reliable transportation, a valid driver's license, and flexibility for occasional evenings, weekends, and overnight travel.

Preferred Skills

• Familiarity with QuickBooks, vendor contracts, event insurance, and permitting; knowledge of the Palm Beach philanthropic, hospitality, and community landscape.
• Flexible hybrid schedule, combining in-office, remote, and on-site work.
• Occasional evenings, weekends, and overnight travel are required.