Special Events Manager
Position Title: Special Events Manager
Reporting To: Development Director
Compensation: $53,000 -$60,000 annual salary DOE
Employment Type: full-time, exempt
The Organization: The Humane Society of Utah (HSU) is the largest and most effective animal shelter in the state of Utah. Each year we adopt thousands of animals to loving homes, keep others in their present homes, and sterilize and vaccinate scores of domestic pets. We have over 100 dedicated employees who take care of our animals, find foster homes, process adoptions, spay/neuter and vaccinate shelter and client animals, educate children, and raise money through events and media. We now have a clinic in St. George, Utah which has been sorely needed for decades. Our employees are encouraged to walk a dog during lunch or have a kitten in their office to relieve stress. If you are a pet owner or love animals, this is the perfect place to meet and work with like-minded women and men. The Special Events Manager is responsible for strategically planning and executing events that strengthen the relationship between donors (individual and corporate) and HSU. Quantifiable results, including event attendance, income goals and ROI analyses, will be the primary measure of success for this position.
Please send a resume and cover letter to Shannon@utahhumane.org.
- Plan, promote, and execute all of HSU’s existing recurring fundraising events (Gala, Bark at the Moon, Telethon, Picture Your Pets, Paint Nights), including advertising and promotion, contracts and permits, logistics, sponsorship fulfillment, income and expenses, and post-event and financial reporting.
- Grow and diversify HSU’s existing special events calendar by actively seeking out and implementing new fundraising events, community promotions and social functions on a regular basis throughout the year.
- Decorate in the Adoption and Clinic areas of the shelter for certain events and holidays, including but not limited to Christmas holiday season from Thanksgiving through New Years, Valentines Day, Fourth of July, Clinic voucher giveaway days, and a variety of adoption specials.
- Utilize TeamWork and Google Calendars to efficiently assign all tasks and duties to the members of the Development and Marketing teams, including setting deadlines for all tasks and ensuring that deadlines are met to keep the flow of event production and execution on track at all times.
- Monitor the expense budgets and income goals set by the Development Director while planning and executing every event.
- Work directly with the Corporate Sponsorship Manager to identify and build corporate sponsorship opportunities for events and to ensure the client’s fulfillment and satisfaction of all event sponsorship aspects. Assist in soliciting event sponsors for financial and in-kind donations as needed.
- Cultivate new relationships for HSU through events, such as vendors, event sponsors, auction/event donors, and members of the Special Events Committee.
- Serve as the HSU staff Chair on the Special Events Committee, which includes responsibility for scheduling meetings, developing meeting agendas, note taking and distribution, assigning event roles, stewarding existing members, and cultivating new members.
- Coordinate all special event mailings, including donor/auction solicitations, save the dates, invitation mailings, thank you letters, and gift acknowledgment letters.
- Work directly with the Marketing Director on the design and production of print (flyers, posters, advertisements, banners, T-shirts, invitations, programs, etc.), online (website banners, Facebook events/posts, online community calendars, etc.), and other materials (billboards, commercials, etc.) for promotion, advertising, and day-of needs.
- Maintain event donor information and donations in appropriate databases (GiveSmart, Raiser’s Edge, Google sheet P&Ls, etc.) and ensure the timely distribution of donor information and donations to the Development Director for other databases as needed.
- Maintain Special Events software, calendars, filing systems, and Google Drive or Dropbox storage with all event materials, documents, budgets, etc.
- Manage multiple event timelines, budgets, and financial reports simultaneously.
- Supervise volunteers in the execution of HSU’s Annual Gala and other volunteers as needed throughout the year.
- Act as a spokesperson for HSU at events, including speaking to guests about HSU’s mission and achievements and making general event announcements.
- As a member of the Development team, appear on assigned media spots for adoptable pet presentations.
EXPERIENCE AND REQUIREMENTS:
- Passion for animal welfare and a love of working with animals, including previous experience with dogs and cats, is required. Must be comfortable working with all sizes and breeds of dogs.
- Ability to professionally advocate HSU’s programs and animals.
- Bachelor’s Degree preferred but not required.
- 3-5 years+ experience in fundraising and event planning (preferably in the nonprofit sector).
- 3-5+ years in a management role.
- Proven work experience with event production, logistics, budgeting, communications, and community relations.
- Excellent organizational abilities: setting priorities, meeting deadlines, managing workflow and multitasking.
- Must be a reliable and dependable team player on a fast-paced development team, with the ability to adapt and step in to help in a variety of fundraising areas as needed.
- Ability to work with a positive outlook, upbeat, energetic, and taking initiative.
- Ability to work independently in strategic planning and day-to-day operations.
- Experience with Excel, Word, and Gmail is required.
- Experience with Raiser’s Edge is preferred
- Basic graphic designing skills in Canva, Adobe Photoshop, and Microsoft Publisher is preferred.
- Ability to interact with board members, high-level volunteers, donors, and sponsors in a positive, professional manner.
- Excellent written and verbal skills.
- Perform other duties and special projects as assigned.
PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:
- Ability to stand, walk, stoop, kneel, crouch, climb, and manipulate (lift, carry, move) up to 50 pounds.
- Ability to work outdoors in varying temperatures and climates.
- Ability to work with animals of varying temperaments in noisy conditions.
- Responsible for always presenting a neat and professional appearance to the public.
- Must have a valid driver’s license with a clean driving history.
- Typical work week is Monday – Friday, 9 am – 5 pm
- During events, the position will include weekday, weekend, and holiday hours requiring a flexible work schedule depending on needs.
- Hours and days are subject to change based on event demands.
- 401(k) matching
- Dental Insurance
- Employee assistance program
- Employee discount
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related duties required by management. This document does not create an employment contract, implied or otherwise, other than an “at-will” relationship.
At the Utah Humane Society, we don’t just accept difference – we celebrate it, we support it, and we thrive on it for the benefit of our employees, our animals, and our community. The Utah Humane Society of an equal opportunity employer. Employment at the Utah Humane Society is based solely on a person’s merit and qualifications directly related to professional competence. At the Utah Humane Society, we do not discriminate against any employee or applicant because of race, creed, color, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age (40 and over), genetic information, veteran or military status, marital status, pregnancy or relation condition (including childbirth and breastfeeding), or any other basis protected by state or federal law.
It is the Utah Humane Society’s policy to comply with all applicable national, state, and local laws pertaining to nondiscrimination and equal opportunity. The organization’s EEO policy, as well as its affirmative action obligations, includes the full and complete support of the organization, including its Executive Director. Because it’s just the right thing to do. We hope you think so, too.