Director, Special Events

Big Brothers Big Sisters Independence

Position: Director, Special Events

Location: Philadelphia, PA (currently in office and/or attending meetings with donors approximately three days per week)

Employment Status: Full time, exempt

Reporting to: VP, Advancement

Effective: 10/23/2023

Salary: $75K - $85K commensurate with experience

AGENCY OVERVIEW

JOIN A FORWARD-THINKING AGENCY THAT SEEKS TO ENSURE THAT ALL YOUTH ACHIEVE THEIR FULL POTENTIAL. Big Brothers Big Sisters Independence (BBBSI) is the largest BBBS agency in the state and fourth largest in the nation. Our mission is to ignite the power and promise of youth and close the mentoring gap, by creating and supporting one-to-one mentoring relationships and strengthening the quality of the mentoring field.

You will love it here if you (1) set the bar high, (2) are intentional and thoughtful about your choices, (3) collaborate as a means to community solutions, (4) are positive, can-do, and solution-oriented, (5) embrace diversity, equity, and inclusion, and (6) are accountable and get it done.

POSITION SUMMARY

Reporting to the Vice President of Advancement, the Director of Special Events is responsible for planning, coordinating, and executing a diverse range of events with the potential to exceed $1.5M to support our mission of igniting the power and promise of youth. This role requires a creative, detail-oriented, and strategic thinker with a strong background in fundraising, event management, and results. BBBSI is seeking a seasoned professional to lead sustainable growth, work with senior leadership and Board-chaired Special Event Committees to drive new revenue, pursue new sponsors, maintain and elevate current donors, as well as expand development capabilities with one of the country’s leading BBBS agencies.

Individuals with a strong connection to the community that BBBSI serves and the Southeastern Pennsylvania/Southern New Jersey area are given preferential consideration. Moderate travel to donors, branch offices, along with community partners is required, as is some nights and weekend work.

JOB RESPONSIBILITIES

The following statements reflect the general duties, responsibilities and competencies considered necessary to perform the essential duties and responsibilities of the job and should not be considered as a detailed description of all the work requirements of the position. BBBSI may change the specific job duties with or without prior notice based on the needs of the organization.

Leadership, Management, Accountability

1. Demonstrate strong leadership by setting a compelling vision for special events aligned with the organization's mission and strategic plan goals
2. Lead by example, fostering a culture of accountability, collaboration, and continuous improvement within the special events team
3. Lead, manage, and inspire one direct report (Special Events Coordinator) toward accountable, goal-oriented outcomes within the larger Advancement team
4. Oversee strategy, planning, execution, production, and evaluation for the organization’s Special Events portfolio
5. Develop and manage event timelines, annual plans, budgets, and deliverables, ensuring consistent tracking, reconciliation, and forecasting
6. Provide internal consultation to staff across the organization leading community-based events

Special Event Fundraising, Planning, and Execution

1. Develop and execute a comprehensive special events strategy, such as our signature events: Fashion Touchdown, Annual Golf Classic, the Big Adventure, JEDI and Workplace Mentoring Summit, and third-party events
2. Raise at least $1 million annually (net) through the special events and third-party events portfolio
3. Collaborate with Marketing & Communications and appropriate vendors to 1) create and implement event marketing, promotion, and PR strategies to drive attendance and community awareness 2) create collateral materials to meet event needs and sponsor requirements
4. Facilitate and support volunteer event committees in conjunction with external event committee chairs
5. Work with our Program groups, including MENTOR Independence Region, to integrate the mission effectively with Special Events
6. Ensure an organizational liaison for all third-party fundraising events, providing promotional support and attending events

Sponsorship and Relationship Management

1. Proactively engaged in the regional community in order to identify and pursue potential sponsors for special events, seeking opportunities to establish and grow sponsorship partnerships
2. Cultivate and maintain strong relationships with sponsors, ensuring they receive exceptional customer service and ongoing engagement with the organization
3. Collaborate with the Advancement team to create customized sponsorship packages that align with sponsors' goals and provide value, while also ensuring thorough post-event reporting on the benefits received by sponsors for their support
4. Serve as the primary point of contact for sponsors, addressing their inquiries, needs, and concerns promptly and professionally
5. Strategically leverage sponsor relationships to maximize financial support and participation in special events

Budget and Vendor Management

1. Manage event budgets, ensuring that expenses are within budgetary constraints while maximizing revenue through sponsorships, ticket sales, and donations
2. Build and maintain strong relationships with event vendors, negotiate contracts, and oversee logistics to ensure the successful execution of events

Agency Pipeline Development and Management

1. Work collaboratively with marketing, corporate, individual, and institutional giving staff to ensure appropriate engagement of event volunteers, attendees and donor relationships
2. Partner with the organization’s Manager of Corporate Relations to create and implement an annual Sponsorship Proposal for all Corporate Partners in the organization’s portfolio
3. Help coordinate weekly pipeline meetings with a focus on Moves Management and partner experience

Event Data Collection and Analysis

1. Ensure timely and effective use of the donor database/CRM and third-party tools, to provide accurate record-keeping, reconciliation, forecasting, and effective reporting on the Event portfolios
2. Use surveys, data, and metrics to evaluate the success of events, making data-driven improvements for future initiatives

WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing work in an office environment and include the essential functions of this job. The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: the ability to work independently; remain sedentary for extended periods of time (6+ hours per day); lift 25-50lbs; push, pull, bend, and kneel, as needed for normal operations. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

APPLICATION INSTRUCTIONS

Cover letters and resumes can be submitted online at: https://www.independencebigs.org/. In your cover letter, please describe as specifically as you can how your experience, interests, and values are a fit with Big Brothers Big Sisters Independence. Only those applicants believed to be viable candidates for this opportunity will be contacted. No phone calls please.

WHO SHOULD APPLY

Individuals with a passion for working with youth, and a desire to work for a strong mission driven organization should apply. At BBBSI, we serve more than 1,400 children annually in Chester, Delaware, Montgomery, and Philadelphia Counties in Pennsylvania, and Burlington, Camden, and Gloucester Counties in New Jersey. Our aspiration is to develop an organization that reflects our constituent base.

BBBSI promotes a culture of inclusion and seeks talented staff from diverse backgrounds. BBBSI is an Equal Opportunity Employer and does not discriminate on the basis of race, color, sex, sexual orientation, gender identity, religion, national or ethnic origin, age, disability, veteran status, or any other legally protected factor.

*** Ability to commute to the office/donors/events 3 days a week is required. COVID-19 vaccinations or medical/religious exemptions are required. ***