The University of Montana Foundation is an independent 501 (c)(3) organization that serves as the fundraising arm of The University of Montana and is located on the beautiful Missoula campus.

We seek a professional who can effectively oversee  all aspects of event management, including logistics, budget management, contract negotiation, vendor management and booking accommodations. This professional will coordinate closely with donor relations, stewardship and campus partners to motivate philanthropic support for the University of Montana. 

Duties and Responsibilities:

Manages logistics of donor stewardship, appreciation and cultivation events, including:

·         Designs and leads annual and regional events strategy in partnership with executive management, stewardship and development teams

·         Develops and integrates marketing/messaging plan for events with internal and external partners

·         Oversees event logistics for two Foundation Board of Trustee meetings each fiscal year

·         Creates invitation lists, managing numbers and venue site for the expected attendance

·         Manages production of print collateral associated with event

·         Oversees staffing of volunteers, student and regular employees at events

·         Manages the event flow and related logistics, including the production of event briefing documents

·         Assists management with researching and implementing best practices in events planning

·         Works collaboratively with partners from the Alumni Relations, University Relations, President’s and Provost’s offices, colleges and other University partners to execute events strategies and consistent messaging as part of a comprehensive plan

·         Creates, manages and monitors annual budget for events

·         Produces Return on Investment for events as needed

Desired Qualifications:

The successful candidate will be an experienced and passionate events professional who shares a commitment to the mission and values of the Foundation. We seek a candidate who excels in relationship building, possesses a high level of self-motivation and is team oriented. Other qualifications include:

·         Ability to work effectively with executives across campus, planning and executing events that are both successful and within budget

·         Able to manage events planning and processes utilizing best practices, tools and resources

·         Able to be flexible, adjusting to changing priorities and ideas

·         Responds professionally, calmly and rapidly to all issues or problems that arise

·         Understands technology/AV used at special events, including projectors, mobile printers, credit card scanners, wireless microphones and conference phones

·         Understands proper handling of confidential data including credit card information, and biographical and giving data

·         Able to establish and maintain positive, professional working relationships with Foundation employees, management and Board of Trustees; University personnel, students, donors and friends, vendors; as well as the general public

·         Able to work collaboratively and independently depending on the needs of the project and management

·         Critical thinking, communication and observation skills that contribute to an ability to anticipate administrative needs of supervisors

·         Proficient in managing several tasks simultaneously

·         Able to prioritize and successfully meet deadlines in a fast paced and diverse work environment

·         Able to maintain confidentiality, to handle sensitive issues, and to make sound decisions using good judgment, tact, and sensitivity

·         High level attention to detail in communication, documentation and execution of events

·         Excellent oral and written communication skills; understanding of correct business English, spelling, composition and basic record keeping; skilled at writing and producing elegant invitations, menus, and announcements

·         Experience with general office practices, procedures and protocol

·         Associate’s degree or equivalent, prefer Bachelor’s degree;

·         Three to five years’ experience planning and executing special events. Experience with fundraising / donor stewardship preferred (dinners, cocktail parties, and similar gatherings). Experience working with and contracting with vendors, including hotels, restaurants, caterers, florists, photographers, videographers and musicians.

·         High ethical standards, including confidentiality

·         Demonstrated experience in a professional office setting

·         Demonstrated proficiency in using Microsoft Office software applications, and specifically Outlook, Word, Excel and PowerPoint, with a willingness to learn new technologies

·         Ability to acquire skill in the use of specialized data management programs

·         Must be willing to work evenings and weekends

·         Must be able to adjust schedule and work extra hours on short notice

·         Experience with students and university departments, including Facility Services and Dining Services, preferred

·         Experience working with non-profit volunteer boards

The position at certain times may not include all of the duties listed nor do the listed examples include all tasks which may be found in the position.

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