Director of Events & Alumni Engagement

Primary Function

Providing leadership direction in identifying and creating opportunities to build public awareness, support, and engagement in Boys & Girls Clubs of Topeka. Strategically plans, coordinates, and executes experiences that connect, captivate, and cultivate contributors to BGCT strategic priorities. The Director is responsible for the strategic development of the BGCT Alumni Club that inspires alumni to re-engage and invest in great futures for kids and teens in Topeka and Shawnee County.

Key Roles (Essential Job Responsibilities) 

• Assists with the development of concepts, themes and formats for major events and experiences for BGCT that engage supporters, increase brand awareness, and grow revenue.
• Directs the overall planning and strategy for events that create interest and build a fear of missing out, tells our story, appeals to all learners (no-one leaves without total comprehension of our key message), drives engagement/connection to our mission and creates positive memories.
• Leads the development of an annual Events Plan that includes a signature, annual, highly profitable, and eagerly anticipated event.
• Develops event management policies and procedures.
• Assists the Development Team with the creation of sponsor packages.
• Works in partnership with Development Team to identify, recruit and secure corporate sponsors to underwrite event expenses, donate gifts, cash, or in-kind services to minimize expenses.
• Builds volunteer event committees comprised of creative, detail orientated, energetic, and influential members.
• Negotiates with vendors and sponsors to obtain space, refreshments/catering, audio-visual needs, event journals and all related materials and resources that ensure event success.
• Manages consultants and vendors prior to and during the event to ensure flawless efficiency.
• Oversees the post-event coordination including but not limited to debrief meetings, recognition to key constituents, financial reporting, and data transfer.
• Informs and updates staff members and other involved parties throughout the event cycle.
• Provides event management training to and oversight of the Development Team to maximize productivity and efficiency.
• Manages internal and external event volunteers before and on the day of the event.
• Designs events strategy to minimize expenses and exceed revenue projections.
• Manages administrative and operational systems to:
• Track expenses
• Record all direct & indirect revenues realized at events.
• Recognize all contributions (monetary, in-kind and time) with acknowledgment letters.
• Liaison and BGCT designated representative for approved 3^rd party fundraisers for BGCT
• Supports and performs BGCT’s donor database operational functions using MyClubHub
• Enter donations properly.
• Generates accurate, consistent, and timely acknowledgement letters and tax receipts.
• Collaborates with VP of Finance & Administration on audit requests and accurate and efficient month end reconciliation.
• Design and produce accurate queries, exports, reports and lists for mailings, newsletters, and event invitations in a timely and systematic manner.
• Maintain MyClubHub donor database in a manner that ensures the integrity of the data and maximizes fundraising success, including updating duplicates, deceased or inactive constituents, bad addresses, and donor solicitation preferences.
• Assess and update documentation of database processes and procedures.
• Develops an Alumni Engagement Annual Plan that identifies, connects, and sustains engagement of BGCT alumni.
• Performs other duties as assigned.

General BGCT Expectations

• Healthy Behavior Modeling – Teaching youth/teens the importance of living an active, healthy lifestyle is a BGCT priority.  As a result, all staff is expected to model healthy behavior while working with our members.
• Inclusive Environment – BGCT values creating child-friendly environments, where youth/teens of all abilities, races and ethnicities can be successful and participate.  BGCT expects employees to embrace its focus on inclusion of all members.
• Continuous Learning – Building the capacity of staff is central to BGCT.  The organization encourages and requires that all staff participate in annual professional development opportunities that continue to cultivate their skills in the youth development field.
• Safe Spaces – Every staff member shares the responsibility for ensuring BGCT is, and remains, an environment free of sexual, physical, or emotional abuse.

 Skills/Knowledge Required

• A diploma or degree in hospitality, communications, marketing, business administration or related field
• A minimum of 2 years proven experience in successful event development/management/planning /directing
• An understanding of charitable giving legal guidelines, specifically as it relates to fundraising events.
• Proven leadership skills and experience resulting in successful and profitable outcomes.
• Captivating interpersonal skills
• Enthusiasm, commitment to excellence, self-motivation, professional demeanor, highly organized and detail orientated.
• Proven strong negotiating skills.
• Independent and resourceful problem solver and able to prioritize tasks in the face of a challenge.
• A collaborative, team-orientated attitude
• Strong written and verbal communication skills
• Proficiency in Microsoft Office and experience working with databases.