Job Description

Special Events Manager (Full-Time; Exempt)

Position Summary & Objectives

The Special Events Manager is responsible for planning, promoting and executing Historic Bethlehem Museums & Sites (HBMS) special events.

The main objective for this position is to develop and execute special events that ultimately:

• Serve as entry point for introducing the community to HBMS properties
• Foster community engagement
• Grow the HBMS audience
• Generate revenue to support the HBMS mission

Essential Functions and Responsibilities

• Manage all planning and logistics for HBMS special events (Blueberry Festival, Apple Days, Turkey Trot, Rooms to View House Tour and Holiday Dinner) and sponsor events/receptions, including:
  • Solicit sponsorship, in-kind support, auction procurement, attendees
  • Develop and implement sponsorship opportunities that maximize event revenue, community exposure and return on investment
  • Facilitate meetings with event sponsors and follow-up on all details to ensure sponsor expectations are met
  • Coordinate efforts of volunteer committees to ensure event goals are reached
  • Assist in recruitment of high-level, influential social and corporate individuals to serve as chairs and committee members for key events
  • Coordinate and conduct meetings related to events including creating agendas, event timelines, support materials, and minutes of meetings
  • Maintain records of all correspondence with sponsorship solicitations, programming contracts, and vendors (paid and in-kind) related to special events
  • Procure any permits from the City of Bethlehem, PA LCB, and other organizations required for special events
  • Assists with recruiting volunteers for all events
  • Coordinate event details to ensure adequate coverage of staff and volunteers for the event
  • Create opportunities for Vice President and President to have face time with key sponsors/donors/volunteers before, during and after events
  • Manage all day-of-event activities to ensure the event and wrap-up run smoothly
  • Work with the Institutional Advancement Database Manager (Database Manager) to ensure all event participant information is entered into the donor database system and donation acknowledgments are produced after each event
  • Analyze event performance and present proposals for future enhancements to keep community-engaged/remain relevant

• Develop and execute a promotion strategy for maximizing the audience for all HBMS events including:
  • Work with the Marketing Coordinator and Database Manager to produce targeted mailing lists (based on attendance profiles) for event promotion
  • Produce ticket information for events
  • Maintain up to date guest lists for all events
  • In conjunction with the Marketing Coordinator, develop invitations and/or promotional communications to promote events via direct mail and e-blast
  • Work with appropriate staff members to ensure event communication is current and directed to event participants and attendees
• Propose and develop new event opportunities which are not currently in the annual development plan
• Develop relationships with other community organizations to capitalize on opportunities for event support and collaboration.

Required Knowledge and Experience

• Bachelor’s degree in business, event management or related field
• Minimum two years of non-profit experience (preferred)
• Minimum two years of event management experience
• Working knowledge of event management best practices including event staging, risk management, site procurement and vendor/donor relations
• Demonstrated record of success staging public events with limited budgets
• Proficiency with Excel and database management tools
• Able and willing to work all major HBMS events which are typically held on weekends and evenings, including set-up and break down of the event

Position Success Factors

• Superior communication skills and finesse to influence and secure community and corporate sponsorship and support for HBMS events
• Strong relationship building skills to establish and maintain positive working relationships with internal colleagues including staff and volunteers, sponsors, donors, volunteers and community partners
• Excellent problem-solving skills to independently troubleshoot issues and recognize situations that warrant escalation to senior management

• Exceptional organizational abilities to successfully plan and flawlessly execute multiple HBMS events

• Strong attention to detail to anticipate logistical challenges and have contingencies in place

• High level of flexibility and collaboration to effectively work in a small team environment

Reporting Relationships:

The Special Events Manager reports to the Director of Philanthropy

Work Environment and Physical Demands

Duties of this position are performed in an office setting as well as at various HBMS historical sites or personal residences. The position frequently requires standing, sitting, bending, walking and climbing stairs.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this position. Duties, responsibilities and activities may change at any time.

HBMS considers individuals for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation or any other legally protected status.

To Apply:

Interested applicants should send a cover letter and resume to Jackie Jones.

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