After School Matters is a nonprofit organization that offers Chicago public high school teens high quality, out-of-school-time opportunities to explore and develop their talents, while gaining critical skills for work, college, and beyond. Our hands-on, project-based arts, science, sports, technology, and communications programs are delivered at Chicago public high schools, at community locations throughout the city, and downtown at Gallery 37 Center for the Arts.
Summary of Position:
The Manager of Events and Donor Relations will plan, produce, promote and execute high-quality internal and external events in collaboration with donors, board members, partners, teens and staff, and act as point-of-contact between the Events department and 3rd Party and External Partners. These events may include, but are not limited to, the Annual Gala, Summer Teen Cuisine, 3rd Party and External Partner Events, and Annual Donor Recognition Events.
Major Duties and Responsibilities:
- Oversee ASM’s Summer Teen Cuisine series and work cross departmentally to create collateral, manage logistics and facility requirements, secure teen performers and manage transportation, and increase attendance.
- Oversee ASM’s Annual Donor Recognition Events including site selection, and work cross departmentally to create collateral, manage logistics, and secure teen participation and manage transportation.
- Manage teen participation component for the Annual Gala in partnership with the Director of Special Projects including overseeing the internal cross-departmental committee, managing rehearsals, and providing transportation/meals for teens.
- Collaborate with internal and external constituencies, including Development, Communications, Program Quality & Compliance, Finance, members of executive management, donors, customers, program instructors, and teen program participants.
- Serve as point-of-contact and manage the intake, vetting, planning, implementation, and stewarding of all 3rd Party and External Partner events, including but not limited to the Chicago Sports Summit, Chicago Community Trust, and Burberry.
- Manage complicated logistical details and facility requirements for meetings, rehearsals and events including securing location, room set-up, audio/visual needs, food and beverage, etc.
- Coordinate on-site at fast-paced high-profile events, including providing directions for staff, instructors, volunteers, vendors and teens as needed. Supervise event set-up and tear-down.
- Create and submit detailed RFPs to new and current vendors, and manage vendor relationships for the benefit of ASM.
- Track event expenses and work with the Finance Department on budget reconciliation.
- Assist with the creation of promotional and marketing activities which meet the organization’s needs while enhancing fundraising, marketing awareness and audience growth.
- Represent the department and organization in meetings with staff, teens, vendors, and associates, leading meetings and preparing presentations as needed.
- Compose widely distributed and detailed event proposals, timelines, event plans, staffing plans, production schedule, floor plans, post-event budgets and attendance reports for small scale departmental events. Distribute documents to staff, instructors, teens, vendors, volunteers and high-level supporters.
- Compose and distribute detailed Special Event Preps when needed.
- Write, edit and produce documents and collateral materials for events as needed including but not limited to event signage, programs, raffle tickets, event tickets, table number signs, etc.
- Develop electronic communications such as save the dates, invitations, RSVP reminders, event confirmations and follow up emails using Constant Contact and monitor email outreach for progress.
- Perform program site visits as necessary to evaluate program quality and appropriateness in regards to inclusion in events such the Annual Gala.
- Provide direct supervision of intermittent Events Intern.
- Other duties as assigned.
The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Must be able to move, lift, carry, push, pull, and place objects weighing 40 pounds or more without assistance.
- Must be able to stand for long periods of time during events.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee is occasionally exposed to weather conditions.
- The noise level in the work environment is usually moderate.
Knowledge, Skills and Abilities:
- Solid background and demonstrated competence in non-profit special events management and donor solicitation and cultivation.
- Excellent written and oral communication skills; must be able to independently write professional, error free correspondence.
- Highly organized and extremely detail oriented.
- Superior interpersonal skills and ability to provide excellent customer service to all guests, clients, and vendors.
- Strong analytical, critical thinking, and problem solving skills.
- Must be able to multi-task, meet deadlines, and demonstrate flexibility when workload or priorities change.
- Team oriented with a demonstrated ability to work with diverse populations to meet organizational goals.
- Bachelor’s degree is required.
- Minimum of 4 – 6 years of experience in an executive office environment.
- Minimum of 4 – 6 years of event planning experience in a non-profit setting.
- Experience with Windows software (Word, Excel, PowerPoint, Outlook, etc.).
- Experience with Raiser’s Edge is preferred.
- Experience with Constant Contact is a plus.
- Must be willing to work occasional nights and weekends during peak periods.
- Cook County residency required.
How to Apply:
Submit a cover letter and resume at http://afterschoolmatters.applytojob.com/apply
After School Matters is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, religion, sex, sexual orientation, gender identity, disability, protected veteran status, military discharge status, age, marital status, parental status, or source of income.