Events & Board Relations Manager
Santa Fe Chamber Music Festival→ Santa Fe, New Mexico, United States
About the Position
Annually, the Santa Fe Chamber Music Festival hosts a combination of cultivation, stewardship, and fund-raising events along with board-related meetings and activities designed to engage the Festival’s key stakeholders and to build positive and sustainable relationships for the future.
The Santa Fe Chamber Music Festival seeks an experienced, take charge professional with ability to manage administration and logistics of these activities in support of the Director of Development and the Festival.
The professional in this role will also serve as Board Relations liaison, the scope of which includes preparing for five annual board meetings and related Board Committee meetings, attending Board and Committee meetings, preparation, and distribution of meeting materials, and organizing the annual Board Dinner.
The Special Events & Board Relations Manager works with the Director of Development to initiate and implement appropriate strategies for engagement of the Santa Fe Chamber Music Festival’s key constituencies including the Board of Trustees, Advisory Council, donors of all levels, sponsors, and vendors.
The individual in this position must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, and be willing to work several evenings and weekends. This relationship should be characterized by effective communication and willingness to aid and support the growth of the division’s fundraising. S/he also works in collaboration with the Santa Fe Chamber Music Festival staff.
The Special Events & Board Relations Manager should have a strong talent for special events design and management, provide outstanding customer service, be an enthusiastic professional who thrives on creative problem solving, be independent as well as a team member, have strong emotional intelligence and be able to build relationships with internal and external customers. This position requires a keen eye and ability to review and negotiate contracts with all vendors.
The Events and Board Relations Manager is an exempt position, reporting to the Director of Development.
- Organize and oversee all aspects of the Festival’s major fundraising gala event, held annually in July and manage and grow event revenue from year to year
- Organize Artists’ Circle events for high-end donors
- Organize Artists’ Circle Salons for high-end donors
- Organize annual Board Dinner
- Facilitate Board socialization opportunities for the Board including small dinner and welcome dinners for new Board members
- Provide positive, individualized support to Board members as needed
- Organize the annual Platinum Dinner – a thank you dinner for high-end donors of the Festival
- Assist the Director of Development in organizing trips for Board and key supporters
- Serve as Board liaison, including organizing five annual Board meetings and related committee meetings. Coordinate details; distribution of meeting notifications and materials; distribute all meeting minutes
- Serve as an on-the-ground contact to various vendors including catering companies, venue spaces, rental companies, restaurants, services, and hotels
- Negotiate with contractors to ensure all events will be executed correctly and according to contract specifications
- Coordinate site visits to new and/or updated venues to ensure they meet capacity and performance needs. Requires consistent communication with external vendors as well as direct collaboration with the Festival Artistic Department
- Manage detailed event budgets and effectively utilize Festival resources
- Support the Director of Development with special projects as needed
Event Planning and Production
- Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor (flowers, linens, color schemes, ) to meet the quality expectations of the Board of Trustees and other Festival stakeholders
- Assertively gather event ideas and design elements to improve the event planning and implementation processes to achieve quality, successful event production
- Conduct research, make site visits, and find resources to ensure quality event
- Create and revise room layouts for each
- Serve as liaison with vendors on event-related
- Assist with managing on-site production and clean up for events as
- Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating arrangement, place cards, etc.
- Close out all events as required and provide a post event improvement challenges and budget reviews to the Director of Development
- Assist with preparing budgets and other necessary spreadsheets and event tracking documents
- Keep track of event finances including check requests, invoicing, and
- Prepare and modify event contracts as necessary
- Excellent communication skills, both written and
- Impeccable proof-reading
- Ability to manage multiple projects and work
- Creative problem solving
- Excellent, professional interpersonal skills in person and by phone
- Ability to accomplish projects with little supervision as well as accept suggestions from management and staff as appropriate
- Customer service ethic and high expectations for
- Bachelor’s and/or non-profit arts management degree preferred; significant work experience can substitute for the degree.
- At least 3 years’ experience with office administrative
- At least 1 years’ experience coordinating special events or relevant
- Proficient in using Microsoft Word, Excel, PowerPoint, email, and web
Medical and dental insurance, 401(k) retirement plan, liberal vacation and holiday policy, opportunity to live and work in a beautiful, historic location.
About the Festival:
The Santa Fe Chamber Music Festival is considered one of the world’s leading organizations of its type. In five and a half weeks, the Festival features 90+ distinguished musicians in 45+ performances held in Santa Fe.
Please send cover letter and resume to:
Cece Derringer, Director of Development
Santa Fe Chamber Music Festival
PO Box 2227
Santa Fe, NM 87506
NO PHONE CALLS PLEASE
Santa Fe Chamber Music Festival
Santa Fe, New Mexico, United States
Job Categories: Music. Job Types: Full-Time. Job Tags: administration, events, Festival, management, manager, music, music festival, and non-profit. States: New Mexico.
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