| The Assistant Director of Development Events works on a variety of development related projects but primarily directs the production and management of development events in both Boston and Tanglewood. This position manages all annual funds, major gifts, planned giving and engagement events during the BSO, Pops and Tanglewood seasons, totaling 80+ events over the course of the year. The Assistant Director of Development Events is also the primary contact for the production of the two, corporate fundraising events A Company Christmas at Pops and Presidents at Pops. ESSENTIAL FUNCTIONS: Event Production - Manage the overall development events calendar for the department.
- Plan and execute all parts of donor and prospect engagement events, including catering, decor, entertainment, and printed materials. Contract vendors and ensure competitive and cost-effective production.
- Manage budgets for engagement events, including securing and correctly reporting in-kind gifts. Follow up post-event on budget closeout and any necessary reconciliations.
- In collaboration with the Event Services department, communicate the needs of the function for input into EBMS, BSO’s event management system.
- Serve as liaison between development department and orchestra members, collaborating with musicians on event attendance and participation as needed.
- Oversee all volunteer support for Boston-based events, and select TWD events, including any event invitation mailings, execution of event décor and design, and any other event activities as appropriate.
- Coordinate the design concept process and implement chosen design ideas.
- With the Development Communications team, draft copy and manage the approval process for printed materials, including invitations, program books, menu cards, speaking remarks, website information and other items as necessary.
- Develop appropriate invitation lists for events in Tessitura with the assistance of the gift processing department (DIS) and/or other teams as it relates to event type.
- Convene and run cross-departmental meetings to determine event details, ensuring that the efforts of all departments are coordinated, including Development, BSAV, Facilities, Event Services, and other staff as necessary.
- Draft regular updates on status of events for dissemination to staff, committees and/or senior staff (i.e. event rsvp lists, etc.)
- Review responses from invitations, follow up with non-respondents and deliver appropriate confirmations.
- Gather post-event feedback from appropriate staff regarding key take-aways and recommendations for improvements.
- Assist other members of the development events team with logistics for individual fundraising events (i.e. BSO Gala, TWD Gala, etc.) as needed.
Additional Tasks - Oversee training and workload of the Co-op(s) of the department.
- Provide support to the Donor Relations team while at Tanglewood including donor tree selection visits, named spaces dedications, and other donor relations events.
- Provide support to the Volunteer Office while at Tanglewood, as needed.
- Other duties as required.
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