Events Planner
I. CLASS DEFINITION
The Events Planner is responsible for office management as well as the planning and implementation of all Donor Recognition Events and Major Donor Cultivation Events. This position will also be involved in gift processing and providing support to the development office by coordinating trustee development based meetings.
The incumbent engages Library program staff through the Annual Staff Charity Campaign and produces reports which serve as the record and basis for evaluation of planned events, participates as member of department staff in meetings, and is supervised by the Individual and Corporate Giving Manager.
II. TYPICAL EXAMPLES OF THE WORK
(The following examples illustrate the work performed in the positions in the class. Positions may require some or all of these examples depending on the organization of work within the agency. This list is not inclusive. A position may require related duties not listed, is necessary, to accomplish the work of the agency.)
Plans, implements, and manages all donor stewardship events, trustee sponsored receptions, other fundraising events, and donor cultivation events. This includes Pratt Society events, Pratt Contemporaries events, Pratt Insiders events, and smaller dedication and recognition events. Primary responsibilities include event set up and clean up, ordering and securing catering, event logistics (including valet, coat check etc.), coordinating the creation and ordering of invitations, rsvp tracking. Other duties may include creating invitation lists, providing donor history, etc
Prepares donor history information and crafts email reminders for all events.
Creates and maintains a tracking system of events and submits detailed event reports regularly and when requested.
Provides extensive support for the library’s two annual benefit galas: the Black & White Party and Mr. Pratt Presents. This includes assisting with the preparation of meeting materials and coordinating follow up work. Extensive support for night-of planning and logistics.
Provides extensive support to Pratt Contemporaries including committee and event support.
Organizes special donor mailings and invitations to special events.
With the Individual and Corporate Giving Manager, manages the annual Combined Charity Campaigns for staff. This includes logistics, publicity, and volunteer announcements, and staff participation.
Responsible for the coordination of all development based trustee committee meetings. This includes scheduling of meetings, tracking rsvps, ordering supplies and food as needed, helping to prepare materials as needed, preparing packets of materials; meeting set up and clean up.
Works with Database Administrator to support gift processing, including opening gifts, batching gifts in Raiser's Edge, including both mailed donations and moving online donations into the appropriate gift batches, scanning all gifts into Papersave electronic filing system, and circulating daily transaction log.
Responsible for all gift acknowledgements including identifying the need for acknowledgement letters, running and mailing acknowledgement letters, and overseeing the availability of all required materials and supplies.
Establishes and manages office administrative routine, including footprint requests, office supply purchase and distribution, submission of check requests, and distribution of mail and phone messages.
Monitors the internal budget of the department including expense tracking and maintains cooperative liaisons with the Business Office.
Receives and responds where appropriate to all phone, e-mail, and mail communications from known donors and other correspondents seeking information about the donor opportunities at the Library.
Other tasks as assigned.
III. REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Demonstrated experience in event planning and implementation.
Broad base of knowledge and skills related to donor cultivation.
Excellent verbal and written skills.
Combination of team skills and self-motivation
Working knowledge of MS Office including Word, Excel, and PowerPoint.
Experience in development and institutional advancement in a not-for-profit environment preferred.
Experience with Raisers Edge Event Coordination preferred.
IV. EDUCATION AND EXPERIENCE REQUIREMENTS
Bachelor’s degree from an accredited college or university. Experience in the development/institutional advancement field, specifically in the donor relations and cultivation area is preferred.
