SUMMARY
Reporting to both the Senior Vice President of Advancement, the Director of Engagement and Special Events (DESE) is a critical leader within CalArts who leads the organization and planning of the Advancement teams suite of small and large-scale events. All Advancement events are viewed as unique opportunities to build relationships with current and prospective supporters within the worlds of higher education and the arts. The audiences served by the DESE will include donors, families, board trustees, institutional and corporate partners and other constituent groups that the Institute seeks to engage in our community. The DESE will create unique, exemplary experiences from start to finish including strategy, goal setting, concept design, logistics and budget management. Events will range from intimate donor events, to alumni, campus and regional programs, large-scale productions and more. Larger productions may include themed entertainment and theatrical elements. This position supervises one full-time event staff member.
ESSENTIAL JOB FUNCTIONS:
Work collaboratively with the frontline fundraising team to develop strategy and execute a suite of external, audience-facing events. This includes but is not limited to:
- Quarterly experiential cultivation and stewardship events throughout Los Angeles and in other key markets including the Bay Area and New York.
- CalArts fundraising events such as movie premieres, luncheons, art openings, etc.
- Stewardship events including CalArts annual scholarship event, virtual town halls, performances, receptions, exhibitions, etc.
- Mid-size events at the soon to be opened CalArts Cattern House South Pasadena which features unique indoor and outdoor exhibition and performance spaces
- Mid-size events at REDCAT, a CalArts venue in downtown Los Angeles, located in Disney Hall
- Mid-size events at other CalArts partnership venues such as REEF (DTLA), private homes, etc.
- Highly personalized salons hosted by our volunteers, supporters, and trustees
- Other events as needed
- Supervise and develop the Associate Director, Special Events (ADSE)
- Together with the ADSE, and in partnership with key frontline fundraisers, lead the planning and production of various events for key constituents including:
- current and prospective donors
- institutional partners
- board of trustees
- alumni
- families
- students
- Lead production of various event types including but not limited to:
- Regional events including group experiences at artistic venues, private studios, private homes, or behind-the-scenes opportunities at various entertainment industry venues
- Select on-campus and hybrid professional development events for students and alumni when necessary.
- Both intimate and large scale fundraising and relationship cultivation events such as screenings, luncheons, an annual scholarship event, etc.
EVENT RELATED RESPONSIBILITIES:
- Oversee tracking of deliverables during production including call sheets, schedules, travel itineraries, etc.
- Organize event volunteers including host committees and day-of volunteers as needed
- Coordinate cross departmentally on event invitations and RSVP processes
- Coordinate with vendors and venues to execute events
- Secure all necessary staffing, equipment, materials, and supplies for event set-up
- Complete necessary documentation including contracts, deposits, and correspondence
- Attend the event and coordinate activities, vendors, set-up, and break-down
- Budget creation, management and reconciliation for all events
- Maintain an inventory of event supplies and coordinate signage and other assets with the Communications team
- Partner with marketing and communications team to support the creation of marketing plans for key events
- Oversee project based freelance staff and crew as needed to ensure the event is in line with Institute standards, as well as act as an internal resource
REQUIRED KNOWLEDGE AND EXPERIENCE:
- Working knowledge of production elements (audio, video, lighting, staging, seating, tables, catering, etc)
- The ideal candidate will have an event and program management background (minimum 8+ years), preferably in higher education, the arts or entertainment with a proven track record of success in fundraising-related events
- Experience working on large scale-productions related to events, themed entertainment, theater, etc. is a plus as the incumbent may manage events that include theatrical elements and builds
- Experience managing a variety of events is a must that range from dinners, talks, concerts, performances, gallery walk-throughs, screenings and more
- Experience leading groups of colleagues, donors, and volunteers through the intricacies of event planning
- Able to command an army of vendors, producers, artists, and volunteers, all striving towards reaching shared timelines and event launch
- Proficiency in Google Suite, internet research, and a strong knowledge of marketing channels as related to event promotion and volunteer engagement
- Proficiency in utilizing fundraising and special events databases and software with Salesforce experience a plus
CORE COMPETENCIES AND DESIRED QUALITIES:
- The ability to handle multiple tasks with organization and accuracy as well as a confident, calm demeanor
- Ability to work independently and in a team environment
- Strong interpersonal skills in order to liaise details and responsibilities across a wide spectrum of constituencies
- Ability to pay attention to details and remain organized while juggling multiple priorities.
- Perform other duties or special projects as assigned
- Highly skilled at working collaboratively to successfully execute events and programs for a wide variety of audiences
- Process enthusiast, strong organizational skills, highly sophisticated in establishing systems and tracking details, large and small, critical and simple
- Excellent relationship management and interpersonal skills and the ability to work effectively with donors, volunteers, and staff
- Display superior judgment and diplomatic skills
- Ability to attend to competing needs
- Excellent verbal and written communications skills
- Commitment to excellence, self-motivation, and a professional demeanor, especially in the stressful environment of event production and day-of logistics
- Commitment to serving diverse constituents. Ability to effectively convey messages to different audiences in a variety of formats
- Emotional intelligence to interpret and act on emotions in themselves and others
- Team-oriented attitude. Maintain a positive presence on campus and extend a good-natured grace and enthusiasm in all personal interactions
- Works effectively with coworkers to promote and maintain a positive work environment while supporting strategic partnerships and collaborative relationships across the CalArts campus
- Ability to pivot when things go wrong and keep a positive attitude
- High level of self-motivation to proactively move multiple tasks forward while documenting and sharing progress, and meeting strict deadlines
- Some heavy lifting may be required, 30+ lbs.
EDUCATION:
- Bachelor level degree required
- Experience and/or interest in arts disciplines
ADDITIONAL INFORMATION:
The Advancement Division works in a hybrid model, spending 1-2 days per week on campus or at in-person meetings, and the remainder of days working from home. Because we are responsible for engagement experiences and fundraising events, applicants must be available to work additional in-person hours during evenings or weekends, and at peak periods of the year.
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