Events Manager

Introduction

The Wisconsin Historical Foundation exists to advance the mission of the Wisconsin Historical Society.

• Mission: The Society connects people to the past by collecting, preserving and sharing stories.
• Vision: Enriching and transforming lives through unparalleled access to history.
• Values: We believe that increasing the public’s knowledge of history has profound societal, cultural and economic benefit.

 As a 501(c)(3) tax exempt organization, the Foundation receives grants and private contributions benefiting the Society and administers the membership program.

 Position Description

The Events Manager is responsible for producing a range of events in support of the Society. Activity includes planning and executing gatherings, celebrations, and experiences that strategically advance fundraising and engage key audiences in support of the Society’s strategic priorities. The Events Manager must have a solid understanding of donor event best practices and the donor relationship cycle and be an incredible collaborator who builds cross-functional teams necessary to implement events.

Types of Events

• Fundraising: gathering of existing and prospective donors and members that directly or indirectly raises financial support for the Society (g., Wisconsin History Gala).
• Launch: celebration that welcomes existing and prospective donors and partners to the unveiling or opening of a venue and/or experience (g., Wisconsin History Center grand opening).
• Signature: large-scale, annual experience that elevates the Society’s brand and reputation (g., James Madison Lectures).
• Advocacy: opportunity to communicate the Society’s mission and impact to decision-makers who influence public support for the Society (g., History Advocacy Day in Wisconsin).

Core Duties

Planning & Execution (75%)

• Collaborate with Society and Foundation leadership and staff to plan and execute events that fulfill the Society and Foundation’s vision.
• Work with Board members, donors, volunteers, partners, and special guests to plan and execute hosted events.
• Seek speakers for various events the Foundation hosts and serve as the point of contact for keynote speakers for coordination of logistics, schedules, etc.
• Connect with Society staff across departments to engage their participation and support of event-related requests (g., attendance, speaking, IT support, collections items, etc.).
• Manage venue and vendor relationships.
• Coordinate with marketing team to design and create effective materials for all events (g., save the dates, invitations, flyers, programs, presentations, videos, etc.).
• Coordinate with communications team to draft meaningful talking points for internal and external speakers.
• Recruit and coordinate colleagues to assist in the execution of successful events.
• Coordinate, prepare, transport, organize, and store printed materials, signage, décor, and other supplies.
• Perform other duties as assigned.

Administration & Evaluation (25%)

• Create and manage the fiscal year events budget and track event expenses.
• Schedule and lead event kickoff, run-through, and debrief meetings.
• Draft a planning document for each event outlining the goals and expectations.
• Create a run-of-show document for each event that outlines the timeline, details, and day-of responsibilities.
• Prepare a post-event evaluation document for each event summarizing attendance, budget, and lessons learned.
• Coordinate event timelines and tasks using the Asana project management tool.
• Track and receive RSVPs and generate attendance lists.
• Facilitate post event activities including thank you notes/gifts, follow-up letters and digital communications to attendees, expense reconciliation, and other follow-up.
• Record all event data in Raiser’s Edge.

Requirements

The Wisconsin Historical Foundation is seeking a candidate with 2+ years of experience in an events coordinator or events management role, who is looking to lead a growing events program. You are energetic, creative, and thrive on executing impactful events that help build new relationships and raise financial support for our organization. The Wisconsin Historical Foundation offers a supportive work environment dedicated to providing opportunities for learning and professional development, in alignment with organizational priorities.

Other requirements for this position:

• Possess the skill and energy needed to react to changing environments and find quick solutions, making split-second decisions and responding to last-minute changes with grace and unflappable composure.
• Superior interpersonal and communication abilities, including clear and compelling oral and written communication skills, and the professional maturity to build alliances with a variety of external and internal constituencies, including civic leaders, donors, sponsors, organizational partners, board members, and staff at all levels.
• Meticulous and consistent in matters of accuracy, presentation, and attention to detail.
• Well organized and able to produce high quality work under deadline.
• Commitment to work on a team and thrive in a complex and fast-paced environment.
• Proficiency in the use of personal computers and routine software applications (g., Microsoft 365), familiarity with donor tracking software (e.g., Raiser’s Edge) and fundraising platforms (e.g., OneCause), and knowledge of digital meeting systems (e.g., Teams and Zoom)
• Ability and willingness to travel around Wisconsin and the U.S. Must accommodate evenings and weekends accordingly.

 Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee should have the ability to tour the historic sites, which may include organizing transportation to and from the sites, walking on uneven terrain, climbing stairs, and navigating outdoor environments in various weather conditions. Additionally, the employee should have the ability to carry up to 30 pounds to load, unload, transport, and set up event materials. The employee should also have the ability to receive detailed information through oral communication and have close visual acuity to prepare and analyze written communication.

Compensation and Benefits

This is a full-time exempt position eligible for the Wisconsin Historical Foundation’s benefits package including health, dental and vision insurance; competitive retirement plan including employer match and generous PTO and paid holiday policy. This position offers a starting salary of $55,000-65,000 dependent upon qualifications and experience and is eligible for the Wisconsin Historical Foundation’s annual incentive compensation plan (a board-approved annual bonus program based on team performance and metrics).