Special Events Manager

Role: Special Events Manager

Reports to: Director of Development

Location: Administration Office

Pay Range: $45,000 - $47,800/annually (depending on experience)

Status: Exempt Full Time

BGCH Benefits

Discover why BGCH is the latest Best Place to Work in Hawaii:

• Lots of opportunities to grow!
• Community: work with inspiring and awesome co-workers. This is rated as the #1 reason BGCH employees love working at BGCH!
• Purpose: An opportunity to make the world a better place for those youth who need us the most!
• Paid Time Off and Birthday Holiday
• Up to 17 Paid Holidays a year!
• 100% employer-paid medical, dental, and vision insurance (over 20 hours). Discounts are offered for your family too (employee to pay).
• Pension with an 8% match of your salary (after working a designated number of hours).
• Employee Assistance Program
• Amazon Gift Card for your Anniversary! And a Starbucks Gift Card every year to buy a treat for your Birthday!
• BGCH Fun Days to be celebrated with your Club/department!
• BGCH is committed to Investing in Your professional Development!

About BGCH

The mission of Boys & Girls Clubs of Hawaii is to enable all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens. The after-school hours have become a critical time for youth – a time when many children in our communities are left to fend for themselves without positive adult supervision. We provide a safe place filled with hope and opportunity, ongoing relationships with caring adult mentors, and enriching programs.

Overview of the role:
BGCH is looking for a motivated, highly organized, and self-directed person to manage and oversee the planning, development and implementation of BGCH’s signature events, annual fundraising campaigns, and any other special events, projects, or activities related to BGCH’s overall development and fundraising objectives. The Special Events manager position is the lead manager for BGCH’s signature fundraising events and initiatives, and produces and manages a variety of fundraising, cultivation and stewardship events for individual clubhouses and the organization. This includes outside or sponsor driven community/individual projects that benefit the organization through increased awareness, donor support, and partnership opportunities. The Special Events Manager is a team player who can work independently within a fast-paced work environment. This position requires strong project management skills, a proven track-record of relationship building with event sponsors, committee members, and vendors, excellent written and verbal communication skills, attention to detail, high energy, and a passion for BGCH and its mission.

Who you are

• On your resume. Four-year degree in related field from an accredited college or university, or equivalent experience.
• A minimum of three years’ experience preferred in fundraising via special events, communications, public relations, marketing and/or event or special project management.
• Proven event and project management skills and experience, including managing vendors and partners.
• Experience using digital platforms for customer relation management (CRM), logistics tracking, event management and analytics. Experience with Bloomerang, QGiv, OneCause and payment processing software such as Square is preferred.
• Ability to navigate event marketing and assets through all means of hands on, electronic and web-based communication.
• Strong computer skills and experience with Microsoft Office Suite is required.
• Graphic and asset design experience is strongly desired.
• Excellent verbal and written communications skills. Should be able to adapt communication style to suit different audiences.
• Excellent customer service skills are required, along with a commitment to building positive organization culture with fellow employees, donors, partners and stakeholders.
• Must be a team player with the ability to work independently.
• Self-motivated and resourceful with superior organizational and time management skills and high ethical standards.
• Strong analytical skills and the ability to think and act strategically.
• Able to work in a fast-paced, energetic environment with diverse personalities.
• Ability to work collaboratively with other development and finance team members, senior management, and BGCH event committees and volunteers/members.
• Attention to detail and ability to manage multiple projects is critical.
• Ability to problem solve on the spot and respond with tact, diplomacy, and poise.
• Ability to represent BGCH at fundraising events and meetings and to work well with a broad range of constituencies.
• Ability to maintain a high level of donor confid
• Able to travel to off-site Clubs, meetings, and events regularly.
• Must be available and willing to work evenings, weekends, and possible holidays, as event and project deadlines dictate.
• Perform other related duties and responsibilities as required or as assigned.

What you’ll do

• Successfully oversees planning, logistics, execution and tracking of all BGCH events, from inception to completion, including but not limited to Youth of the Year, Walk in the Country, clubhouse fundraising events, donor cultivation, recognition and stewardship events.
• Assists the Development Team with organization wide campaigns, including but not limited to Great Futures Day, End of Year, Legacy and Major Gift Campaigns, with a focus on logistics and tracking to ensure adherence to timelines, communication and budget.
• Works with Director(s) of Development and others within the Development Department to track event and special projects’ revenue goals, solicitation strategies, timelines, and post-event evaluation and analysis.
• Oversee the collection, input, and organization of items in preparation for online and in-person event live and silent auctions.
• Review event vendor contracts to ensure completion for signature. Ensures contracts, deliveries, set up, and payment are secured and executed within event timelines.
• Provides consistent and clear communication of events program to all stakeholders, including internal briefing documents for specific events and fundraisers.
• Proactively develops systems, protocols and best practices to ensure all BGCH events are consistently exceptional, high-caliber occasions that showcase our positive impact on Hawaii’s young people. Collaborates with Director(s) of Development, Senior Management and/or Club Leadership to ensure policies, procedures and multi-use forms and systems are comprehensive and inclusive, including training and execution.
• Analyze, track, and report on event ROI based on expenses, revenue, and metrics using CRM, email marketing, project management, and similar systems. Assist in evaluating ROI for all events.
• Work with Development Team and other leaders to identify, develop and implement new opportunities for BGCH's events portfolio.
• a full suite of event sponsorship benefits designed to maximize revenue generation and align with the goals of the funding community. Provides assets to DODs for final approval before implementation.
• In collaboration with Director(s) of Development and other management, create mission-focused event programs that foster a clear understanding of BGCH's impact as a leading youth development agency in Hawaii.
• Provide leadership, oversight, and follow up for all event committee activities and ensure committee members have the resources necessary to be successful BGCH solicitors.
• Consistent focus on alignment of BGCH events and projects budgets, fundraising strategies, and goals.
• Collaborates with the BGCH Database Coordinator to ensure timely data entry, financial transactions, gift acknowledgments and financial reporting of events and special projects.
• Submits timely financial information to the Accounting Department and confirms event financials are processed accurately, and event vendor and partner invoices are processed correctly and paid by deadlines.
• Oversees all aspects of event guest experience, event production, logistics, printed and digital materials and other event assets as needed.
• In collaboration with DODs and Club Leadership, creates, tracks and manages all event financial budgets.
• Club branch boards in planning fundraiser events for sites. Where applicable, provide Club management and Club branch boards tools, trackers and other systems to manage the event.
• Travel between sites and activities locally and off-island as necessary.
• Perform other related duties and responsibilities as required or as assigned.

BGCH Values

To be a Part of BGCH culture, employees must be able to embrace and embody the following key values:

• Kindness and Aloha,
• Integrity and Trust,
• Highest Potential,
• Diversity, Equity, and Inclusion
• Growth Mindset.

Your application

We’re excited to hear from you! Fill out the application and upload your resume. We would love to hear how you would be a great fit for the BGCH Team.

Equal Employment Opportunity

Equal Employment Opportunity is at the foundation of the Boys & Girls Club of Hawaii philosophy and policies. While there are laws governing the treatment of applicants and employees, BGCH is fully committed to following Equal Employment Opportunity because it is the right thing to do.

It is BGCH’s policy to employ qualified people without regard to race, color, religion, sex, including gender identity or expression, age, ancestry, national origin, citizenship, marital status, civil union status, disability, genetic information, sexual orientation, arrest or court record, credit history, veteran’s status, reproductive health decision, domestic violence, sexual violence or stalking victim status, reproductive health decision, or any other characteristic protected under federal or state law. This policy applies to all aspects of employment including but not limited to, recruitment, hiring, placement, training, promotion, compensation, benefits, transfers, layoffs, recalls, leaves of absence, discipline, and termination.