Events Manager

Job Description

Job Description

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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