Advancement Events Manager

Job Description

Job Description

POSITION SUMMARY

Working closely with the Advancement Team, the Events Manager will oversee event logistics, manage planning processes, and effectively multitask to ensure the seamless execution of event-related activities. This includes recruiting and managing volunteers, maintaining volunteer data, and fostering strong internal and external relationships with various stakeholders, acting as an ambassador for LA Promise Fund. The manager will also partner with the Advancement Team on fundraising strategies for signature events, including sponsorships, donor cultivation, and other revenue-generating opportunities. Additionally, the manager will support a range of organizational events, contributing to the successful coordination and execution of events across the organization.

This position will report to the Director of Advancement, as part of the Development and Communications team, and will work collaboratively with all LA Promise Fund headquarters and school-based staff. This is a full-time, hybrid, exempt position. 

RESPONSIBILITIES AND DUTIES Reporting to the Director of Advancement, the Event Manager will work both independently and collaboratively to perform the following essential duties and responsibilities:

Volunteer Recruitment & Management

• Assist with recruitment, engagement, and mobilization of volunteers from corporate partners, sponsors, colleges, universities, community organizations, and local members for various opportunities, including special events.
• Manage volunteer communications and platforms, keeping the volunteer community updated on opportunities, on their participation in events and ensuring their contributions are appreciated.

• Steward volunteers by including them in communications, sending appreciation notes, and supporting their involvement in events.

• Collaborate with the Communications team to create marketing materials and social media content to promote volunteer opportunities.
• Continuously improve the volunteer experience and build genuine relationships with recurring volunteers so they feel welcomed, valued, and part of the LA Promise Fund community.
• Represent LA Promise Fund at local events and community functions to promote engagement.

Event Planning & Management

• Interface with all staff designated to special events, taking the lead or co lead role on event planning and execution as assigned. 
• Support the Advancement team in planning, executing, and managing events such as the StudentsBuild Summit, Winter Wonderland, and other key events throughout the year.
• Coordinate all logistics for events, including setup, event flow, staffing, branding, signage, clean up, and creating necessary collateral (print materials, presentations)
• Oversee event planning processes, including timelines, task delegation, on-site coordination, and communication with invited guests
• Support vendor management including, growing relationships, procurement, venue research, and contract negotiations, payment, for services such as rentals, audiovisual equipment, and catering

• Manage event budgets, ensuring cost-effectiveness and tracking all expenses. Secure quotes and competitive bids from vendors to optimize spending and maintain financial oversight
• Assist in developing event content, including program, themes, speaker remarks, and visual presentations
• Provide status updates to supervisors, ensuring all stakeholders remain informed during the planning process
• Ensure compliance with policies and procedures for event venues, support managing event budgets and expenses

• Assist with planning for and engaging all staff, board, funders, partners, volunteers and others in special events
  • Logistics planning for arrival and communication with them respectively
  • Having key figures identified at registration etc.
• Collaborate with the Advancement Team to develop and implement strategies that elevate fundraising communications leading to and at milestone events such as StudentsBuild and other events
• Participate in Advancement Team meetings to ensure alignment with program operations and strategic goals
• Support the collection of data from event participants through surveys and adding the events data to a database
• Highlight sponsors accordingly before during and after events in multiple mediums according to sponsorship plans and funder acknowledgement and engagement agreements
• Support training and resources for partner organizations and event staff/volunteers, helping to empower them to successfully organize and execute local events
• Track information in CRM (Salesforce)
• Collaborate with the communications team to develop marketing and outreach strategies, content for social, eblasts, newsletters, websites, etc.

• Prepare event reports for the Executive Team and Advancement as needed
• Maintain a positive, collaborative environment that motivates and supports diverse staff
• Partner with the Advancement Team to develop and execute fundraising strategies for signature events, including sponsorships, ticket sales, auctions, donation campaigns, and other revenue-generating/ fundraising opportunities.
• Coordinate sponsorship fulfillment, ensuring all sponsor benefits, recognition, and stewardship commitments are delivered before, during, and after events.
• Support donor cultivation by helping identify, engage, and steward prospective and existing donors through event experiences and follow-up communications.
• Other duties as assigned

Knowledge, Skills and Abilities

• Bachelor’s degree preferred or equivalent experience in, communications, social work, or other related field
• Minimum 1-3 years of professional experience, preferably in the non-profit sector and/or with event management
• Experience in schools, non-profit organizations and/or direct services
• Outstanding organizational skills and attention to detail
• Ability to work independently and manage multiple priorities and deadlines
• Exceptional written and oral communication as well as interpersonal skills
• Articulate, professional demeanor with strong self-confidence and initiative
• Willingness to learn or knowledge of computer skills including database, word processing, spreadsheets, presentation, and online communications; Google Suite, Salesforce and Adobe experience a plus
• Ability to work in dynamic, demanding, fast-paced environment
• Bilingual (English/Spanish) is a plus
• Commitment to LA Promise Fund mission and Core Values of Integrity, Accountability, Collaboration, Professionalism, Excellence, and Fairness
• Must clear a LiveScan criminal background check 
• Must clear a TB Risk Assessment 
• Must complete Mandated Reporter training

• Must be able to lift and carry up to 25 lbs
• Ability to travel and attend meetings, presentations and events outside the office, which may require occasional use of a motor vehicle for transportation to other location