Director of Special Events

Lead events that inspire, connect, and make a difference.

JOB SUMMARY:

The Director of Special Events will be responsible for the planning, design and execution of a comprehensive special events strategy that provides critical fundraising revenue to Old Colony YMCA.  Presently, the Y’s special event calendar includes branch galas and golf tournaments, as well as two system-wide events including Spin-a-Thon and Rise Up Gala.  In addition to raising funds for important programming, this position will garner positive brand awareness, foster strong community relations, introduce new supporters to OCY’s mission and galvanize existing donors.   

With a strong focus on execution as well as innovation, this Director of Special Events position will ensure successful event execution, including logistical preparation, vendor management, speaker coordination, auction management, scripting and any other tasks needed to make events and partnerships successful.

Old Colony YMCA is the 15th largest YMCA system in the country with seven branches, five camps and a budget of more than $100 Million.  As a percentage of its budget, Old Colony YMCA does more social service work than any other YMCA in the country.  Old Colony YMCA is headquartered in Brockton MA and serves 31 cities and towns south of Boston.

PRIMARY RESPONSIBILITIES:

• Working with the Mission Advancement team, the Director of Special Events develops short and long term goals to maximize efficiency and increase revenue across all fundraising events. 

• Assist with the development of concepts, themes and formats for special events, and engage supporters to grow revenue.
• Coordinate planning and logistical support for all of OCY’s fundraising events (e.g. - Rise-Up Gala, Spin-a-Thon, Golf Tournaments, and Branch Galas). 

• Collaborate with and provide expertise to staff, volunteers and committees in the planning and execution of fundraising events.
• Overall management of invitation strategy and implementation for all fundraising events. Provide direction in compiling invitation lists, work with marketing and advancement teams to develop invitations, create event programs, and prepare event program briefings (as needed).

• Design, implement and provide ongoing management of online fundraising, specifically as it relates to event fundraising. 

• Collaborate with the marketing team to develop content for event correspondence, collateral materials, social media, etc.
• Recruit and collaborate with community volunteers to maximize event success and cultivate donor relationships.
• Negotiate with venues, consultants and vendors to secure rates that enhance budgets.
• Generate financial expectations by preparing budgets and reports. 

• Develop and institute a plan to thank and recognize speakers, volunteers and hosts
• Monitor and analyze donor/prospect participation in events, including ROI with recommendations for improvement.
• Oversee the post-event coordination including but not limited to debrief meetings, stewardship, recognition to key constituents, financial reporting and data transfer.
• Ensure compliance with fundraising policies, goals and procedures. 

• Log and track all related in-kind contributions.
• Work with operations staff to ensure that all donations are submitted and entered into Raiser’s Edge and that budgets are reconciled.
• Serve as a representative of the Mission Advancement Department in meetings across the Association as needed (event meetings, event committees, staff meetings, etc…)

SUPERVISORY RESPONSIBILITIES: 

Motivates, inspires, educates, and provides guidance to branch and program staff in select development activities. 

FISCAL RESPONSIBILITIES: 

Responsibly manage special event budgets and ensure that event expenses and revenues are accurate. 

INTERDIVISIONAL/COMMUNITY/VOLUNTEER RESPONSIBILITIES:

Work with staff and volunteers across the Association

Represent Old Colony YMCA in the community

Develop and maintain relationships with community leaders/volunteers

Facilitate relationships between community leaders/volunteers and YMCA staff

Establish connections between volunteers and staff from different branches

YMCA LEADERSHIP COMPETENCIES - TEAM LEADER

Mission Advancement: Model and teach the Y’s values.  Ensure a high level of service with a commitment to improving lives.  Provide volunteers with orientation, training, development and recognition.  Cultivate relationships to support fundraising.

Collaboration: Build relationships to create small communities.  Empathetically listen and communicate effectively to the appropriate audience.  Provide staff with feedback, coaching, guidance, and support.

Operational Effectiveness: Develop plans and manage best practices through engagement in events.  Effectively create and manage budgets.  Hold staff accountable for high-quality results using a formal process to measure progress.

Personal Growth: Share new insights.  Facilitate change, model adaptability and encourage awareness on the impact of change.  Utilize non-threatening methods to address sensitive issues.

EDUCATION/EXPERIENCE/PHYSICAL REQUIREMENTS: 

• Bachelor’s Degree and 3-5 years of direct experience in managing special events
• Demonstrated successful management in multiple fundraising special events
• Strong communication skills (written and verbal), including the ability to work within groups, interact with and motivate donors, community leaders, and staff, and write compelling letters for support
• Ability to work collaboratively within a complex and fast-paced team environment
• Working Knowledge of Microsoft Office
• Working knowledge of Blackbaud’s Raiser’s Edge
• Working knowledge of Classy/GoFundMe online donation portal and GiveSmart for events, or similar fundraising platforms
• Valid Driver’s License necessary and ability to drive both day and night
• Must be physically able to drive, lift and move objects for special events and normal business functions
• Must be available to work occasional nights and weekends as business functions demand.
• Attention to detail and strong problem-solving skills to address complex and competing issues quickly.
• Understanding of charitable giving rules and regulations, especially as they relate to events
• Strong negotiation skills and ability to work with vendors
• Self motivated, enthusiastic and a professional demeanor
• Knowledge of and ability to prepare and manage budgets