Events Fundraising Assistant Manager

About The Kennedy Center

"I am certain that after the dust of centuries has passed over our cities, we, too, will be remembered not for victories or defeats in battle or in politics, but for our contribution to the human spirit." - President John F. Kennedy

The Kennedy Center is the nation's cultural center and living memorial to President John F. Kennedy. Located on the banks of the Potomac River in Washington, D.C., the Center presents performances across all genres, and is also home to artistic affiliates Washington National Opera and National Symphony Orchestra.

At the Kennedy Center, we strive to foster belonging and empowerment at work. We are able to advance our mission because of our committed and passionate employees. We are fortunate to be able to leverage their diverse perspectives, life experiences and skills to inform how our workplace can be a safe, transparent, and replenishing community. The Kennedy Center is an equal opportunity employer and does not discriminate against any employee or applicant based on race, religion, gender identity, sexual orientation, disability, veteran status, marital status, pregnancy or related condition, or any other basis protected by law.

Mission Statement: As the nation's performing arts center, and a living memorial to President John F. Kennedy, we are a leader for the arts across America and around the world, reaching and connecting with artists, inspiring and educating communities. We welcome all to create, experience, learn about, and engage with the arts.

Why Join Us

We offer a comprehensive range of benefits to all full-time employees including:

• Staff offers for discount tickets
• Retirement plan with organization matching (after 1 year of employment)
• Qualifying employer for the Public Student Loan Forgiveness Program (PSLF)
• Commuter programs including pre-tax options for discounted parking and SmartBenefits (WMATA)
• Annual Leave, Sick Leave, and Personal Days available immediately upon hire
• 11 paid holidays per year
• Medical, Dental, and Vision benefits with FSA and HSA options, and paid FMLA
• Flexible work arrangements
• We like to have fun! Check out the Kennedy Center National Dance Day 2024 staff video!

Job Description

In collaboration with the Director of Special Events, Manager of Event Fundraising, and Manager of Signature Events, the Assistant Manager of Event Fundraising is responsible for guest management, VIP direct communications and stewardship, inventory management, and the patron-facing communication strategy, all of which support our $15M revenue goal for signature events.

The successful candidate must have exceptional communication and customer service abilities and feel confident under significant pressure. The Assistant Manager should exhibit exemplary leadership and project management skills, as they will train Special

Events Interns, Assistants, and Development Staff in various tasks. They must exercise discretion in order to prioritize assignments as many projects are time sensitive, have concurrent deadlines, and directly impact the Kennedy Center's donor base. Therefore, the successful candidate is also highly organized and able to meet all stated deadlines. Unfailing attention to detail, sensitivity to potential difficult situations, and ability to communicate and problem solve with a positive attitude is extremely important.

Key Responsibilities

Guest Management:

• Manage all administrative aspects of event management system (Elevated Events) for signature events, including guest attendance and guest name tracking, invitation list promotion, and inventory management. Manage signature event performance seating and review process, and ensure all ticketing and seating is recorded in line with institutional standards.
• In conjunction with the Director of Special Events and the Manager of Event Fundraising, work collaboratively with the Box Office by managing Development's ticket holds, submitting IPOs, and releasing tickets back to the Box Office for public sale as necessary
• Manage on-site registration at all signature events, including real-time customer service needs. Oversee registration table staff are efficiently trained and that the registration process is a continuously improving system through feedback sessions, technological improvements, etc.
• Serve as Special Events liaison for the Office of the President, Government Relations, Programming, and PR to ensure each department's guests are tracked appropriately in the event system, and ensure departments have all of the pre-arrival communication to provide to their guests.
• Train Special Events coordinators and interns on all administrative tasks related to Special Events guest management processes, including registration preparation, invitation mailings, and tax letters.
• Complete post-event documentation of non-revenue (comp) guests, including seating locations, and goods and services documentation of all paid guests to Finance for event closeout.

Communications:

• Collaborate with Development Systems and IT to establish best processes for collecting and tracking guest information and donor contributions using Tessitura CRM.
• Work in partnership with the Communications team and Manager of Event Fundraising to draft compelling copy for solicitation materials, website assets, email communications, and print materials, including program books. Ensure all materials are reviewed and approved by all stakeholders in a timely manner.
• In partnership with the Events Fundraising Manager, develop a comprehensive communication calendar for each signature event. Collaborate with the Communications team to adapt this calendar to each event and ensure materials are developed and delivered in a timely manner. Provide accurate email and mailing lists for communication in alignment with the calendar.

Budgeting:

• Support the Director of Special Events in the creation of YOY budgets for signature events. Collaborate with Manager, Events Fundraising to capture potential revenue increases and Manager, Signature Events to outline expense projections.
• Ensure all event expenses are recorded, paid, and remain within budget guidelines.

Benefit and Institutional Event Management:

• Manage all facets of the event process including planning and implementation timelines for small scale benefit/institutional priority events (under 100 guests).
• Work collaboratively with key stakeholders to identify format, inventory and capacity, and location, to create design concept, and to manage the overall guest experience.
• Work with internal and external vendors to create innovative event concepts, inspired menus, and unique designs aligning with industry trends. Ensure concepts stay within budget while maximizing the guest experience.
• Design minute-by-minute logistics of the event such load in/out, set up, deliveries, vendor time management.

Teamwork:

• Work collaboratively with the Special Events team to maintain a healthy, professional and vibrant working relationship within the office and across the institution. Support new ideas and creative development of events under supervision of the Director or Special Events
• Other duties as assigned.

Key Qualifications

• Minimum 3 years' experience in event management. The position requires a full appreciation and understanding of event planning and logistics as it applies to matters of food and beverage services, production services and other vendor negotiations that are in line with Kennedy Center standards.
• College degree or applicable professional experience.
• Excellent project management skills
• Work independently and in a collaborative team environment with ease.
• Proficiency in database management, Microsoft Office Suite, and other computer skills, as required. Experience with Tessitura strongly preferred.
• Have flexibility for extended hours, including nights and weekends.
• Investment in the Kennedy Center's mission. Interest in arts, culture, and arts education is ideal.
• Experience navigating large, complex organizations, and collaborating across teams to achieve shared goals.
• Exceptional written and verbal communication skills.
• Exceptional project management skills.
• Professional, resourceful, collaborative, and organized worker. Ability to work independently and as a team player, to take initiative and prioritize multiple projects
• Willingness and ability to regularly participate in evening and weekend events.
• Candidate must be local or willing to relocate to the DMV area. Relocation assistance is not provided.

Additional Information

• The noise level in the work environment is minimal except during events when it can be quite high.
• Travel up to 5% may be required for off-site events (atypical).