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Job & Intern Board

Associate Director for Events & Volunteer Leadership

Woods Hole Oceanographic Institution
Job Description

Woods Hole Oceanographic Institution is currently searching for an Associate Director for Events & Volunteer Leadership to join the Development Department. This is a regular, full-time, exempt position, and is eligible for benefits.

JOB SUMMARY:

Reporting to the Director of Engagement, this position increases WHOI’s fundraising presence by planning, managing, and executing events for the New York and New England Chapters of Woods Hole Oceanographic Institution. Assists with the development of strategies to market WHOI to potential donors and sponsors.

ESSENTIAL FUNCTIONS:

  • Collaborates with Director of Engagement, Chapter Steering Committees, VP of Advancement, Chief Development Officer, and Development Directors to manage engaging events that showcase WHOI research and discovery and attract new donors.
  • Assists with the development of concepts, themes and formats for other major events for the organization that engage supporters, increase brand awareness and grow revenue.
  • Provides expertise to staff in the planning and execution of events.
  • Negotiates with venues, consultants and vendors to secure rates that enhance budgets.
  • Manages consultants and vendors prior to and during the event to ensure flawless efficiency.
  • Develops budgets and oversees financial reporting to internal departments and external agencies.
  • Develops content for event correspondence, collateral materials, social media and web.
  • Oversees the post-event coordination including but not limited to debrief meetings, recognition to key constituents, financial reporting and data transfer as appropriate.
  • Supports cross-functional internal teams with the stewardship of host committees to secure members, sponsorships, and in-kind gifts.
  • Informs and updates staff members and other involved parties throughout the event cycle.
  • Schedules travel for event presenters and coordinates presentations (and pre-event practice sessions)
  • Manages internal and external event volunteers before and on the day of the event.

NON-ESSENTIAL FUNCTIONS:

  • As deemed necessary by supervisor

REQUIRED EDUCATION & EXPERIENCE:

  • Bachelor’s degree and/or equivalent professional experience
  • At least 5 years of professional experience in the planning, oversight, and execution of major events. Portfolio of previously managed events that includes luncheons and dinners, galas, lectures, and other events that promote fundraising. Excellent organizational, time management and communications skills.  Ability to manage multiple events on time and within budget.
  • Adept at working with donors, trustees, corporation members and organizational leadership, often in collaboration with volunteer committees.
  • Proficient in MS Office.
  • Experience in budget management, the creation of invitee lists, event invitations, and working with event professionals including caterers, florists, entertainers, audio visual and transportation companies.  
  • Excellent communication skills required.
  • Demonstrated ability to work independently and to use good judgment in decision-making with wide Institute ramifications required.
  • Ability to work as a team member, to exercise discretion, take initiative, and follow through on projects.
  • Ability to interact with donors at every level.

DESIRED EXPERIENCE:

  • Experience and understanding of fundraising functions both directly and indirectly within a not-for-profit environment highly preferred. Knowledge of Raiser’s Edge fundraising software and E-vite programs, such as MailChimp.

PHYSICAL REQUIREMENTS:

Physical duties for this position include but are not limited to, ability to lift less than 25 lbs independently and carry 0-10 lbs. Other physical tasks include occasional prolonged standing/walking, pushing, pulling, and bending. Other occupational requirements include talking, traveling, working around others, and with others. Physical duties are subject to change.

 

 

 

 

WHOI is a member of the Higher Education Recruitment Consortium (HERC). We are sensitive to the issues of dual career candidates and we will work with applicants to address them. Please visit HERC - for more information.

WHOI is an Affirmative Action/Equal Opportunity Employer/Disabled/Veterans/M/F. We encourage Veterans and those with Disabilities to apply. Applications are reviewed confidentially. Applicants that require accommodation in the job application process are encouraged to contact us at (508) 289-2253 or email
eeo@whoi.edu for assistance.

 

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