Advancement Special Events Manager

POSITION: Advancement Special Events Manager

POSITION TYPE: Full-time

DEPARTMENT: Advancement

REPORTS TO: Associate Director of Advancement, Operations and Events

SALARY: $50,000 plus comprehensive benefit package

Position Summary

The Advancement Special Events Manager is responsible for the full lifecycle of all Advancement Department special events, ensuring each event is properly executed and aligns with the department’s goals. The Special Events Manager plays an important role in donor development and engagement, as special events are among the most powerful tools for cultivating and stewarding donors at Olney Theatre Center. This role also supports all facets of the Advancement Department’s work, helping to strengthen Olney Theatre Center’s fundraising efforts.

The ideal candidate is organized, detail-oriented, and knows how to effectively manage time and multiple priorities. They bring creativity, exceptional interpersonal skills, and the ability to find the fun in their work and laugh with the team. They take full ownership of complex projects from start to finish while staying flexible and ready to pivot as needs evolve. They are equally skilled at collaboration, valuing input from colleagues and incorporating diverse ideas to deliver thoughtful, high-quality events that further the goals of the Advancement Department.

Key Responsibilities:

Event Planning & Execution

• Plan, coordinate, and manage all fundraising-related events, including opening nights, first rehearsals, technical rehearsals, and other special events.
• Compile and manage invitation lists, send invitations, track RSVPs and event attendance, and record all information in Tessitura (CRM).
• Work with the Associate Director of Advancement to develop event concepts and oversee design, decor, invitations, catering, gifts, and more.
• Serve as the on-site team leader at all events, ensuring smooth execution and exceptional guest experiences.
• Manage vendors including researching vendors, drafting proposals, and overseeing rental drop-off and pick-up.
• Collaborate with the Guest Services department to ensure all Advancement events are properly staffed and successfully executed.
• Coordinate cross-departmentally to schedule Advancement events and communications to maximize attendance and align with Advancement appeals, Marketing campaigns, and Community Engagement initiatives.

• Conduct post-event evaluations and debriefs to measure success and provide recommendations for future event improvements.
• Work with the Associate Director of Advancement to assess operational event challenges and design innovative solutions.

Annual Gala 

• In partnership with the Associate Director of Advancement, manage the annual gala, Olney’s largest annual fundraiser, encompassing the full scope of regular event duties and key additional responsibilities such as:
  • Manage the silent auction including donation solicitation, collaboration with Board and gala committee members to secure donations, managing the mobile bidding platform, and completing item fulfillment.
  • Coordinate interdepartmental planning of annual gala, working with Marketing, Production, Guest Services, and Company Management to ensure execution.

Donor Relations

• Act as the primary point of contact for donors and VIPs for all event-related matters, responding to inquiries and requests promptly and thoughtfully to support the organization’s goals.
• In partnership with department colleagues, cultivate meaningful connections with donors and prospects during events, fostering relationships that advance the organization’s fundraising objectives.

Qualifications: 

• Interest in the performing arts and at least 2 years of experience in events or fundraising, or a combination of education and professional experience.
• Record of success in managing complex projects and budgets, including the ability to coordinate vendor contracts and meet firm deadlines.
• Strong interpersonal skills with a natural ease in building relationships with donors, board members, VIPs, and other stakeholders.
• Proficiency in Excel/Google Sheets and familiarity with Tessitura or similar customer relations management software software like Tessitura.
• Flexibility to work evenings and weekends for events, with the physical ability to lift 40–50 pounds for event setup (including folding tables, cases of beverages).
• Bachelor’s degree or equivalent professional experience strongly preferred.

About Olney Theatre Center 

Located ten miles north of Washington, DC, in arts-rich Montgomery County, Maryland, Olney Theatre Center is one of the DMV's most acclaimed theater companies. Founded in 1938 as a summer stock company, Olney Theatre is now a $10M/year professional regional theater and performing arts center operating four venues, including an outdoor stage, on its 14-acre campus. Legendary performers Tallulah Bankhead, Helen Hayes, Sir Ian McKellen, and Olivia de Havilland trod the boards in the early days. With a more recent turn towards new work, creatives with Tony and Grammy Awards and Nominations, OBIEs, and MacArthur Genius Grants have premiered their work here, such as Moises Kaufman, Sergio Trujillo, Khiyon Hursey, Ken-Matt Martin, and Lauren Gunderson, as well as popular stage and screen artists such Mason Alexander Park, Natalie Weiss, and Alan Muraoka, among others. Olney Theatre Center produces a diverse array of work for a multi-generational audience including musicals and plays, world premieres, and familiar titles; presents the work of nationally and internationally recognized companies and artists; and operates robust education and community engagement programs. Along with Baltimore's Centerstage, Olney Theatre Center is one of Maryland's two state-designated theaters. Olney Theatre Center has been recognized for its work with over three dozen Helen Hayes Awards and with grants from the National Endowment for the Arts, the Maryland State Arts Council, the Shubert Foundation, the Eugene B. Casey Foundation, and more.

How to Apply

Please submit by any means (Cover letter, resume, etc.) that best represents you and your work to jobs@olneytheatre.org; no calls, please. Include and highlight any skills or experiences most crucial to this position. Depending on the volume of responses, we may only be able to respond to candidates we wish to interview. Applications will be accepted until the position is filled.