Special Events Manager

Jun 03, 2017
Institution Type
Four-Year Institution
About The Unit: Court Theatre is the professional theatre of the University of Chicago, dedicated to innovation, inquiry, intellectual engagement, and community service. Court mounts theatrical productions that re-examine classic texts that pose the enduring and provocative questions that define the human experience.

Unit Job Summary: The Special Events Manager will work with the Director of Development to creatively conceptualize, develop, and execute fundraising events that maximize net contributed income while cultivating new donors and stewarding current supporters of Court Theatre. The small- to mid-level events (15 - 20 annually), including Opening Nights, First Rehearsals, major donor dinners, and other donor events; and the annual Board of Trustees Gala, Court's largest fundraising event (most recently grossing $325,000), are led by the Special Events Manager. Responsibilities include: - Research venue options and visit spaces. - Negotiate costs and services with caterers and vendors to obtain competitive bids; book event space, arrange food and beverage, order supplies/decorations, coordinate AV equipment and operation. - Create and manage timeline, program, and task list for all events. - Lead planning and production meetings for all events. - Work with volunteer Gala committee, scheduling regular meetings and incorporating members' input. - Work with staff to secure honorees, speakers, and entertainment; review speeches, write scripts, coordinate rehearsals. - Coordinate with Marketing Department for print and electronic event marketing. Write and edit event-related communications. - Organize and manage invitation, registration, donations (individual, underwriting, sponsorship, in-kind for raffle and auction), and attendee check-in processes. - Assist with preparing budgets and tracking event finances, including check requests, invoicing, and providing periodic progress reports. - Manage onsite event personnel and vendors; oversee event cleanup. - Follow-up with patrons/donors, vendors, and staff after each event. - Troubleshoot events and analyze results to continually improve. - Liaise with the Strategic Events team in the University of Chicago Alumni Relations and Development department. - Manage a University of Chicago undergraduate intern for nine months out of the year. - Be publicly enthusiastic and passionate about Court Theatre's mission and programs.

Unit Education: Bachelor's degree required.

Unit Experience: Required: One to three years of experience in development, events, marketing, the arts, or a related service-oriented field. Ability to work on multiple projects simultaneously, anticipate needs, set priorities, and meet deadlines. Excellent communication (verbal and written), interpersonal, attention to detail, and organizational skills. Must demonstrate exceptional customer service ethic and high expectations for quality.

Unit Job Function Competencies: Excellent verbal and written communication skills required. Presentation skills required. Interpersonal skills required. Customer service skills required. Quantitative skills required. Problem-solving skills required. Decision-making skills required. Ability to work independently and as part of a team required. Attention to detail required. Organizational skills required. Creativity required. Flexibility required. Ability to maintain confidentiality required. Ability to work on multiple projects simultaneously, set priorities, and meet deadlines required. Proficiency with computers required. Knowledge of Microsoft Office preferred.

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