Managing Director, Special Events

Company: Agupdate
Location: New York
Posted on: May 22, 2025

Job Description:

POSITION DESCRIPTIONThe Managing Director of Special Events is a pivotal leadership position within the Development team at GMHC, responsible for the strategic planning, execution, and evaluation of all special events. This role reports directly to the Senior Vice President of Development and is critical for driving GMHC's mission through impactful events that enhance community engagement, promote advocacy, and significantly increase fundraising efforts. The Managing Director ensures that each event not only aligns with the organization's objectives but also delivers exceptional experiences for attendees while generating substantial revenue.This role will oversee a dedicated team of event professionals, comprised of the Special Events Coordinator of Peer-to-Peer Fundraising, Sponsorship & Special Events Coordinator, and Event Coordinator(s). The Managing Director of Special Events will be responsible for ensuring that all events are strategically aligned with GMHC's mission and fundraising objectives.
ESSENTIAL JOB FUNCTIONSStrategic Leadership

• Develop and implement a comprehensive strategy for special events that aligns with the organization's overall fundraising and engagement goals, including growing the number of special events the organization has.
• Set annual goals for event revenue, attendance, and donor engagement, and monitor progress throughout the year.
• Collaborate with the SVP of Development and other senior leaders to integrate special events into the broader fundraising and marketing strategies.Event Planning and Execution
  • Oversee the planning, execution, and evaluation of all special events, including AIDS Walk NY, large- scale galas, fundraising dinners, community events, and donor appreciation events.
  • Ensure that all events are executed flawlessly, with a focus on delivering exceptional experiences for attendees and maximizing revenue.
  • Work closely with the event team to develop detailed event plans, timelines, budgets, and logistics, ensuring that all aspects of the event are carefully coordinated and managed.Team Leadership and Development
    • Lead, mentor, and develop a team of event professionals, providing guidance on best practices in event planning, sponsorship acquisition, and donor engagement.
    • Foster a culture of collaboration, creativity, and continuous improvement within the special events team.
    • Conduct regular performance reviews and provide ongoing feedback to team members, ensuring that they have the support and resources needed to succeed.Sponsorship and Donor Engagement
      • Work closely with the Sponsorship & Special Events Coordinator to identify, solicit, and secure sponsorships for events, ensuring that all sponsorship opportunities are maximized.
      • Collaborate with the development team to integrate donor engagement strategies into events, including VIP experiences, recognition opportunities, and personalized outreach.
      • Cultivate and maintain relationships with key sponsors, donors, and partners to ensure their continued support and involvement in events.Budget Management and Financial Reporting
        • Collaborate with the Finance team to develop and manage event budgets, ensuring that all expenses are carefully controlled and that events are delivered within budget.
        • Monitor event revenue and expenses throughout the planning process and provide regular financial reports to the Managing Director of Development.
        • Analyze the financial performance of each event, identifying areas for improvement and implementing strategies to increase profitability.Collaboration and Integration
          • Partner with the communications & brand team to develop and execute promotional strategies for events, ensuring that all marketing materials, social media, and PR efforts are aligned with event goals.
          • Collaborate with other departments, including finance, operations, and volunteer management, to ensure that all aspects of the event are seamlessly integrated and supported.
          • Engage with the Board of Directors and key volunteers to leverage their networks and support special event efforts.SPECIAL SKILLS & KNOWLEDGEIn addition to the above-listed job responsibilities the ideal candidate for this position must also possess the following:
            • Detail-oriented with excellent organizational abilities, complemented by exceptional written and verbal communication skills.
            • Sensitivity to cultural and personal differences in age, ethnicity, and lifestyle.
            • Experience soliciting donations through private and public organizations preferred.
            • Valid Driver's License is required.
            • Ability to speak Spanish or another language a plus.EDUCATION & CERTIFICATION
              • Bachelor's degree in Event Management, Hospitality, Business Administration, Communications, or a related field with a minimum of 7 years of related work experience in a non-profit with demonstrated success in planning special events for a non-profit.
              • An advanced degree such as a Master's in Business Administration, Nonprofit Management, or Event Management is highly advantageous.
              • Certifications from recognized industry organizations such as the Events Industry Council (Certified Meeting Professional - CMP) or the International Live Events Association (Certified Special Events Professional - CSEP) are preferred.TECHNICAL SKILLSThese technical skills ensure that the Managing Director of Special Events can handle all aspects of event planning and execution, from initial planning stages to post-event analysis, efficiently and effectivelyProject Management Software:
                • Proficiency in event management software such as Cvent or Eventbrite to plan, execute, and monitor event details.
                • Ability to use project management tools like Asana, Trello, or Microsoft Project to oversee timelines, resource allocation, and team tasks.CRM and Database/Event Management:
                  • Skilled in using CRM systems like Salesforce to manage attendee data, track donor engagement, and generate actionable reports for strategic decision-making.
                  • Proficient in utilizing platforms such as Classy or similar peer-to-peer fundraising and event management platforms, essential for orchestrating fundraising events, monitoring participant involvement, and analyzing financial outcomes to maximize event success.Digital Marketing Tools:
                    • Competence in digital marketing platforms like HubSpot or Mailchimp for event marketing campaigns, email communications, and performance analytics.
                    • Knowledge of social media tools for promoting events and engaging with audiences effectively.Microsoft Office Suite:
                      • Microsoft Word (Expert): Must be able to create, format, and edit complex documents, including event proposals and reports, using advanced features like Styles, Templates, and Mail Merge.
                      • Microsoft Excel (Advanced): Proficient in using formulas, functions, and data visualization tools to manage budgets, track spending, and analyze event data.
                      • Microsoft PowerPoint (Expert): Ability to create impactful presentations for stakeholder meetings, sponsor pitches, and team briefings, using advanced design and animation features.
                      • Microsoft Outlook (Advanced): Skilled in managing email communications, scheduling meetings, and coordinating calendars for event planning and execution.Audiovisual Technology:
                        • Understanding of AV setup and troubleshooting to ensure seamless audio and visual experiences during events.
                          Web Conferencing Platforms:
                        • Proficient in using platforms like Zoom, Microsoft Teams, or Webex for hosting virtual events, webinars, and remote team meetings.WORK ENVIRONMENT & SCHEDULEThis is a hybrid position:
                          • In-Person Requirements: Must be available for executive meetings, attend GMHC events, and represent the agency at conferences and conventions as needed by specific programs and departmental requirements.
                          • Remote Work Flexibility: Able to perform duties remotely, with availability for in-office interactions when necessary.
                          • Mandatory Participation: Participation in the annual AIDS Walk New York event is mandatory for all GMHC staff.PHYSICAL DEMANDSWhile performing the duties of this role, the following physical demands are typical for this position:
                            • Sitting: This role predominantly involves sitting for extended periods as is typical for office environments, especially when planning events, managing emails, and coordinating with the team.
                            • Communication: Regular participation in conversations is essential. This involves both speaking and actively listening to colleagues, stakeholders, and external partners during meetings, presentations, and one-on-one discussions. The ability to clearly convey information and engage effectively is crucial for success in this role.
                            • Note-Taking: The ability to listen attentively and take detailed notes is crucial during meetings, strategy sessions, and other communicative events. These notes support accurate follow-up actions and ensure alignment with the event goals and organizational strategies.
                            • Event Attendance and Activity: The role requires physical presence at event locations, which may involve standing for long periods, walking, navigating various venues.
                            • Lifting & Moving: Occasionally lifting and moving objects up to 30 pounds may be required during event setup and takedown. This includes handling boxes, marketing materials, and light equipment, ensuring that all event components are placed and removed as needed.Successful candidates will welcome the opportunity to work in a racially and gender-diverse environment and to contribute to a positive and inclusive atmosphere. Working at GMHC requires a demonstrated awareness of and commitment to the concerns of the breadth of the communities that we serve.GMHC is committed to fostering an inclusive, racially, and gender-diverse workplace and seeks candidates dedicated to promoting equity and social justice within our community.
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Keywords: Agupdate, Plainfield , Managing Director, Special Events, Accounting, Auditing , New York, New Jersey