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Development Events and Special Projects Manager

Development Events and Special Projects Manager

Summary: 

Develops, manages and coordinates all aspects of fundraising and donor cultivation events for the Maltz Jupiter Theatre. These events generate revenue for the Theatre and provide donors “insider” access that illuminates our mission to “Entertain, Educate, and Inspire’ our community. The Development Events Manager will ensure events are well organized and executed, on budget and adheres to strict time-line management. They will frequently work with other departments, outside vendors, and /or volunteers on each event.  

Events may, but not limited to, include: Annual Gala, Auction, Benefit Concert and Sponsorship Dinner, Broadway Ballroom Battle, Golden Conservatory Awards, Circle of Friends events (includes PAD Dinner, Directors Circle event (TBD), Rounds Lunches, Designer Dish), shopping events, and show sponsorship events, walk-on-role. Additional events may be added to fulfill the Theatre mission. 

The Development Events and Special Projects Manager must be able to manage many objectives simultaneously as events can often be days apart with little time to recover in between events. Most events are planned in the summer months with standard working hours of 9:00 AM to 5:00 PM. Season hours can range from 40 to 60 hours per week and include some evening hours.

Responsibilities and Duties: 

 Coordinate and execute all development events. 

  • Independently manages multiple projects and tasks concurrently to meet tight deadlines.
  • Coordinate with the Development Associate to create the mailing lists and mail merges for all event mailings, event registration lists, nametags, table cards and escort cards. 
  • Anticipate and accommodate all donor needs and requests at all events. 
  • Coordinate with Director of Development all seating assignments for all events. 
  • Create Budgets for all events and monitor financial expenditures against the budgetary plan.  
  • Assist in the budgeting process for budget forecasting. 
  • Coordinate logistical details (including set-up, breakdown, and specific needs) for each event with the Operation and Production Departments.  
  • Coordinate and negotiate contracts with vendors for all onsite and offsite events. 
  • Coordinate and assign duties for all volunteers for each event. 
  • Works with Marketing to craft promotional materials for events, including invitations, event journals, press releases, videos, e-blasts and Sole screens, Marquee. 
  • Prepare contracts and collect sponsorship agreements for all productions, Limited Engagements, and Island Theatre. Satisfy and coordinate all deliverables for all sponsorships 
  • Coordinate and satisfy all deliverables for all show sponsorships. This includes ticketing, party planning, and advertising in marketing materials. 
  • Coordinate all Shopping that Matters events and contract negotiations with vendors, includes off site set up, marketing for event, and collection of the donations from each event throughout the season.  
  • Arrange for all Gala Auction donations and advertising with marketing. Set up lobby displays if necessary.  
  • Create Gala timeline and script.  
  • Coordinate the distribution of all auction items. This includes the coordination of all Walk-On-Roles with the Production Department. (Includes scheduling the event, costume fittings and associated after party. Create gift package for night of the Walk-On-Role and memory book). 
  • Coordinate with Jupiter Fred Astaire all events leading up to and the Broadway Ballroom Battle itself. This will include building the voting website through One Cause/Bidpal, creating timeline and script. 
  • Assist with other projects on an as needed basis. 

 Qualifications: 

  • Proven track record of event management and creation. 
  • Ability to work a flexible schedule, which includes nights, weekends, and extended hours 
  • Superior ability to work with a variety of people, organizations, and operate successfully under pressure. 
  • Attending functions and ensure everything is as expected and adjust as needed. 
  • Must be able to multi-task and manage multiple projects at once. Ability to react quickly and decisively to correct problems.
  • Superior verbal and written communications skills. 

Please email cover letter, resume and references to Christina Rynasko, Development Director, at crynasko@jupitertheatre.org with the words “Development Events and Special Projects Manager ” in the subject line. No phone calls please. The Maltz Jupiter Theatre is committed to creating a diverse and inclusive environment. Qualified applicants from underrepresented populations in the theatre field are strongly encouraged to apply with equal consideration for employment without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status.