Working with the Special Event Manager and staff who coordinate events, assist in the planning and implementation of internal events at Hagley. With supervisor, consult on event details such as timing, audience, promotion, invitations, decorations, and execution of the event. Coordinate event evaluation. Events include, but are not limited to, Game Dinner, Craft Fair, Car Show, Residence Committee Spring Party, President’s Club, and Fireworks. Work with Director of Development to develop strategies and execution around restricted and unrestricted fundraising. Assist in planning events designed to encourage philanthropic support.
•Assist Hagley staff with the planning and execution of events with a special focus on audience, event theme, logistics and operations, and follow up and evaluation.
•Review and schedule events on the calendar.
•Coordinate event logistics such as rental needs and delivery, menus or food service needs and delivery, decorations and floral needs, staffing for events (with Preservation Buildings “PBG” Division), and signage.
•Serve as a liaison with external vendors to contract services and coordinate deliverables including parking, security, concessionaires and police and arrange for services as requested by event coordinators.
•Working with Event Manager, create day of event job description for PBG and Special Events Assistant. Assist with coordination of coverage for Special Events Assistant’s regular duties with PBG and adjustment of Special Events Assistant’s schedule to work events.
•Coordinate opening and closing times for events with the Administrative Manager, PBG.
•Prepare and distribute detail sheets summarizing set up, security, clean up, a/v, vendor deliveries, police, parking, etc.
•Prepare work orders and memos regarding set up, staff assignments etc.
•Check set up prior to event.
•Serve as Hagley representative at special events to greet guests, anticipating and solving problems that may occur with caterers and other external vendors.
•Supervise Building Manager, PBG staff as needed.
•Adjust hours/flexing schedule to be onsite for events as needed. Example: CHBTS Fall conference, arrive early to make sure set up and catering have arrived
•Assist Special Events Manager as needed on signature Hagley events and provide support as needed for weddings and external events.
•Prepare Assist with planning and execution of the Hagley Annual Fund and Residence Fund solicitation letters and manage production of other materials.
•Assist with planning and execution of Residence Committee events and meetings, including staffing both the annual Spring Party and New Year’s Eve party
•Assist in planning and execution of Hagley’s annual fireworks event, game dinner, and car show.
•Keep procedure manual updated.
•Provide coverage for Event Manager during periods of absence.
•Assist with standard set ups and basic troubleshooting of AV systems in Library and Soda House.
•Other duties as requested by the Director of Development
Minimum Experience Required:
Bachelor’s degree in relevant field required. 3+ years in events management preferred. Proficiency in MS Word, Excel, and Outlook. Demonstrated communication and organizational skills required.
Self-motivated team player with attention to detail. Strong written and verbal communication skills; ability to write clear, structured, articulate, and persuasive proposals. Strong participant in team environments. Experience working in deadline-driven environments and ability to meet deadlines. Personal vehicle with valid driver’s license required.
Regularly spend long hours sitting and using office equipment and computers, regularly move from sitting to standing positions effortlessly, regularly use hands and fingers to handle, control or feel objects, regularly speak clearly so listeners can understand, frequently bend to file, and maintain files, occasionally lift up to 25 pounds.
Send resume to firstname.lastname@example.org