Events Manager

Nashville Ballet

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Job Summary

The Events Manager is a take-charge professional with the ability to manage administration, logistics, and relationships associated with events in support of the entire organization in a busy environment of events and stakeholder activities. They must be able to anticipate project needs, discern work priorities, meet deadlines with minimal supervision, and be willing to work occasional evenings and weekends. The Events Manager is someone who thrives in a fast-paced environment and can successfully manage the planning of multiple events on overlapping timeframes.

The Events Manager should have a love for event planning, management, and execution, proficiency in project management to see projects through from conception to execution, provide outstanding customer service, be an enthusiastic and mission-driven professional, and be able to build relationships with internal and external constituents.

As the primary liaison between volunteer leaders and the organization, this position demands exceptional knowledge of managing and supporting donors, sound judgment, and the ability to problem-solve and mitigate/respond to logistical, and socio-political concerns related to volunteers. This position has responsibility for project budgets and holds relationships with event-related product and service donors/vendors to ensure event costs are as low as possible.

Job Responsibilities

Events include but are not limited to:

• Ballet Ball (largest annual fundraising event with $420,000+ net budget goal)
• Nashville’s Nutcracker Tea
• All donor events/programs (including but not limited to donor salons, rehearsal viewings, and receptions, Artistic Directors’ Circle events, Benefactors’ Society events, Ambassadors’ Society events, Relevé Society events, corporate donor cultivation events, donor appreciation events)
• National Dance Day
• Board Meetings
• Promotional/marketing events, announcement events
• School events (Open House, Family Day, performances)

Event Planning and Production:

• Serve as the single point of contact for the planning of all Nashville Ballet events, both on and off-site, working with both the Development team and across internal departments to determine and deliver the objectives for the event from conception to event evaluation
• Manage and execute all communication strategies regarding events such as postal and email invitations, in-kind donation requests, fundraising and underwriting requests, RSVP management, sales communication, etc.
• Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor (florals, linens, color schemes, etc.) to meet quality expectations
• Actively gather information on each project to achieve quality event experiences
• Effectively communicate with volunteers, staff, and vendors, delegating appropriate planning and execution responsibilities
• Serve as the Nashville Ballet brand ambassador for all events, maintaining a streamlined and professional customer experience across all events.
• Create and revise room layouts for each event
• Propose new ideas to improve the event planning and implementation process
• Be the lead relationship manager with all fundraising volunteer co-chairs, event designers, and other collaborations (where applicable)
• Serve as liaison with vendors on event-related matters
• Assist with managing on-site production and clean up for events as necessary
• Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
• Close out all events as required

Event Administration:

• Drive the event planning and execution process by creating and utilizing timelines, planning templates, budgets, donor lists and projections, and meeting agendas
• Preparing budgets and providing periodic progress reports to volunteers and directors
• Support the Director of Development with implementing a fundraising strategy for special events
• Track event finances including check requests, invoicing, and reporting
• Manage the scheduling of events on the company calendar
• Prepare and modify event contracts as requested
• Ensure event data is being imputed and tracked appropriately within Nashville Ballet’s database (Tessitura), including invitation lists, reservations, attendees, donations, etc.
• Collaborate with staff from all applicable departments, to create and implement event timeline, guest list, and speaking points
• Represent Nashville Ballet at performances, School events, community events, and local business organizations as needed
• All other duties deemed necessary by management

Volunteer Management:

• Serve as the primary point of contact for events (Nutcracker Tea, Ballet Ball, and other events) Co-Chairs to manage logistic/fundraising progress, support administrative needs, and otherwise keep their event planning efforts on track for a timely and successful event
• In collaboration with event Co-Chairs, organize and manage event Committee members (as needed, varies from event to event)
• In collaboration with event set-up committee members (as appropriate), organize and manage all day-of volunteers for event set-up

Qualifications

Work Requirements and Qualifications:

Education: Bachelor’s degree or equivalent experience

Knowledge, Skills, and Abilities:

• Excellent interpersonal skills and the ability to work effectively with donors, volunteers, staff, and vendors
• Exceptional attention to detail and ability to manage multiple projects simultaneously
• Excellent writing and editing skills
• Effective project management skills, including setting and meeting deadlines
• Ability to make decisions and creatively solve problems
• Experience and aptitude with Microsoft Word, Excel, PowerPoint, and database management, preferably Tessitura
• Demonstrated commitment to the mission of the organization

Experience:

• 1-3 years of special event planning experience preferred
• 1+ year of experience working in an arts or other nonprofit organization preferred
• Experience in fundraising/donor-facing roles is a plus!

Requirements: Ability to work some evenings and weekends for events and performances

Additional Information

Benefits

How to Apply

To be considered for this position, please email the items below in one PDF file with your name as the filename to careers@nashvilleballet.com. Include “Events Manager” as the email’s subject line.

• A substantive cover letter
• A resume no longer than 2 pages
• Event prep timeline and run of show for a cocktail party

No phone calls, please.

Details

• Date Posted: May 16, 2024
• Type: Full-Time
• Job Function: Administrative
• Service Area: Arts / Culture
• Start Date: 05/15/2024
• Working Hours: 40 hrs/wk; M-F, 9am - 5pm; some weekend hours may be requested depending on upcoming events