Special Events Director

The Special Events Director is responsible for the planning, coordination, and execution of high-impact fundraising and awareness events for the Boys & Girls Club of Truckee Meadows. This role requires expertise in auction management and event technology, as well as the ability to optimize expenses, manage budgets with precision, and collaborate effectively with teams, volunteers, and stakeholders. The ideal candidate will be a dynamic leader who can influence without direct authority, maintain professionalism with guests, donors, and board members, and drive event success through strategic planning and execution.

This role is critical in driving BGCTM’s fundraising success, ensuring exceptional event experiences, and strengthening relationships within the community.

ESSENTIAL FUNCTIONS:

• Event Management & Execution
  • Lead the planning, logistics, and execution of major fundraising events, including:
    • Cioppino Feed & Auction
    • Annual Awards Banquets (Reno, Fernley, Ely)
    • Annual Golf Tournament
    • Fernley Passport to Party
    • Ely Wine Walk
    • Annual Scholarship Luncheon
    • Annual Lifetime Giving Society Breakfast
    • Assist with Club-level events such as Day for Kids and Boys & Girls Day Out
  • Manage all aspects of events, including sponsorships, ticket sales, live and mobile auctions, raffles, set-up, execution, and teardown.
  • Ensure seamless integration of event software with donor management platforms and train staff as needed.
  • Oversee all vendor relationships, from contract negotiation to ensuring timely and cost-effective service delivery.
  • Travel as necessary to support and oversee events in rural locations, including Ely, Winnemucca, and Fernley.
     
• Budgeting & Financial Management
  • Develop, manage, and track event budgets to optimize expenses while maximizing fundraising revenue.
  • Secure and oversee sponsorship opportunities to enhance event profitability.
  • Ensure cost control measures are in place without compromising event quality or experience.
     
• Stakeholder & Donor Engagement
  • Cultivate and maintain strong relationships
  • Collaborate with the Chief Development Officer, resource development team, and programming staff to align event strategies with organizational goals.
  • Ensure exceptional donor stewardship by managing post-event follow-ups, including personalized thank-you letters and receipts.

• Strategic Event Planning & Innovation
  • Identify and implement new fundraising event concepts to increase community engagement and donor participation.
  • Continuously evaluate event strategies, analyzing attendance, fundraising outcomes, and overall effectiveness.
  • Present innovative ideas and improvements to leadership to enhance event success year over year.
     
• Team Leadership & Volunteer Management
  • Lead event volunteers and coordinate responsibilities to ensure smooth event execution.
  • Supervise and manage part-time interns, assistants, or contractors supporting events.
  • Train and support staff in event-related technology and logistics.
     
• Compliance & Professional Development
  • Ensure all Club policies, including financial and HR procedures, are strictly followed.
  • Represent the organization at regional and national conferences within budgetary guidelines.

ALL BGCTM employees have the responsibility to help maintain the safety of our members and staff, and ensure an optimal Club experience for all.

2025-2026 EVENT DATES:

• Fernley Passport to Party – April 26, 2025
• Ely Wine Walk – June 21, 2025
• Scholarship Luncheon – June 26, 2025
• Annual Golf Tournament – August 1, 2025
• Annual Lifetime Giving Society Breakfast – August 7, 2025
• Annual Awards Banquet (Fernley) – October 9, 2025
• Annual Awards Banquet (Ely) – October 16, 2025
• Annual Awards Banquet (Reno) – November 6, 2025
• Jack T. Reviglio Cioppino Feed & Auction – February 24, 2026
• Additional dates & events TBD

NO PTO permitted in the weeks prior to and after the Annual Cioppino Feed.

SKILLS/ABILITIES:

• Extensive experience in special event planning, including live and mobile auctions.
• Expertise in event management software, donor database integration, and auction platforms (Greater Giving experience preferred).
• Strong financial acumen with a proven ability to optimize budgets and control expenses.
• Exceptional leadership and collaboration skills, with the ability to lead without formal authority.
• Excellent written and verbal communication skills, capable of engaging with diverse audiences, including donors, board members, and sponsors, while representing BGCTM professionally.
• Strong organizational skills with acute attention to detail, able to manage multiple projects and deadlines in a fast-paced environment.
• Ability to produce and analyze reports, providing data-driven insights to improve event outcomes.
• Highly adaptable with the ability to learn and integrate new technologies and software applications quickly.
• Strong interpersonal skills with the ability to handle sensitive and confidential situations with professionalism, diplomacy, and discretion.
• Willingness to work flexible hours, including evenings and weekends, to support special events.
• Ability to travel as needed to oversee Club events in rural locations.

CERTIFICATIONS/ASSOCIATIONS:

• After hire, will receive mandatory paid online and in-person training, including Safety Skills, CPR/First Aid, etc.
• After hire, will be registered with Boys & Girls Clubs of America.

EDUCATION/EXPERIENCE: 

• Bachelor’s degree required.
• Minimum of five to seven years of prior work experience, preferably in special event planning and execution and or marketing and logistics.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

• Must be able to perform duties that require walking, talking, hearing, standing, sitting, and/or bending for long periods of time.  You may occasionally be required to kneel, run, and/or climb.
• Must be able to use hands and arms to enter data into the computer and use the telephone and other office equipment.
• Must be able to lift, move, manipulate, and or hold objects up to 45 pounds. Objects that exceed the 45-pound weight limit require additional assistance when moving, lifting, or manipulating.
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.