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About the Role

The Special Events Manager will plan, organize, and manage signature fundraising and stewardship events to foster guest satisfaction and loyalty, ultimately helping to meet Caramoor’s fundraising goals.

Responsibilities

Plan high-quality, inspired, and sought-after, revenue-generating special events in collaboration with the VP of Philanthropy.
Establish and maintain an annual calendar of donor cultivation, stewardship, and special events.
Manage invitation design, guest list, and mailing process.
Ensure all logistics are in place and best fundraising strategies are incorporated.
Prepare budgets for special events and donor-focused hospitality functions.
Obtain competitive bids from vendors to ensure the lowest bid with the highest quality of service and products.
Maintain reservations and record Gift-in-Kind for fundraising events utilizing Excel and Spektrix.
Comply with IRS guidelines regarding benefit payments.
Oversee the execution of hospitality production for all donor gatherings, including the preparation of timelines and production sheets detailing logistics and attendance.
Secure auction donations and oversee execution of auctions, when applicable.
Manage the gala program, securing sponsorships and ads, and working with the graphic design team.
Collaborate with the Philanthropy and Special Events Committee on the creative direction of special events, including décor, florals, invitations, and programs.
Acquire honoree gifts and gift bags for guests.
Serve as the point person between staff and vendors leading up to and on day-of events.
Interact with guests and donors at events to build relationships and foster loyalty.
Work with marketing to develop event publicity strategies and digital/print promotional material.
Collaborate with the Finance department on event reconciliations.
Maintain relationships with caterer(s) and event vendors in collaboration with the Hospitality & Facility Rental Manager.
Monitor industry trends.

Requirements

Three plus years of leadership in event planning, hospitality, and food service.
Experience with fundraising in an arts/nonprofit setting is a plus.
Bachelor’s degree in a related field is a plus.
Strong problem-solving and project management skills.
Proven leader and manager who displays grace under pressure.
Must have a friendly and professional attitude and work well with the public.
Excellent interpersonal, verbal, and written communication, and conflict resolution skills.
Ability to work as part of the Caramoor team in a positive and professional manner.
Willingness to be very hands-on and flexible to work on a variety of assigned tasks.
Ability to maintain confidential information.
Highly organized and detail-oriented with a strong work ethic.
Flexibility to adapt to changing priorities and new opportunities.
Command of MS Office Word, Excel, PowerPoint, Outlook.
Raiser’s Edge and Spektrix experience a plus.
Ability to work in a busy office environment.
Ability to maneuver outdoors (in all weather conditions) on 80 acres of woodland trails, gravel pathways and spectacular gardens.
Must be able to work evenings and weekends.
Ability to lift/move up to 25lbs.
Valid driver’s license.
Authorization to work in the U.S. is required.

Skills

Event planning
Hospitality
Food service
Fundraising
Project management
Customer service
Interpersonal communication
Verbal communication
Written communication
Conflict resolution
Collaboration
MS Office Word
MS Office Excel
MS Office PowerPoint
MS Office Outlook
Raiser's Edge
Spektrix

Location

Katonah, New York

Work Type

Full-Time
Non-Exempt
Onsite

Experience Level

Leadership experience

Education Level

Bachelor's degree

Salary/Compensations

$26.00 per hour

About the Company

Caramoor Center for Music and the Arts is a vibrant cultural destination where music, art, and nature come together on an historic 81-acre campus of gardens and woodlands in Katonah, New York.
Founded in 1946 by arts patrons Walter and Lucie Rosen, Caramoor has evolved into one of the region’s most distinctive nonprofit cultural organizations, welcoming audiences of all ages through world-class performances, cultural engagement, and opportunities for discovery and connection.
Each year, Caramoor presents a dynamic range of live performances spanning classical, opera, jazz, American roots, global music, and the American songbook.
Its acclaimed Summer Season features outdoor performances across multiple unique venues, while the Rosen House Concert Series offers intimate concerts throughout the fall, winter, and spring inside the historic Rosen House, a Mediterranean-style villa filled with art and treasures from around the world.
In addition to more than 50 concerts annually, Caramoor presents nearly 100 public programs each year, including family programs, wellness offerings, educational experiences, tours, lectures, and community events designed to engage visitors of all ages.
Caramoor also serves as a sought-after destination for weddings, private celebrations, and corporate events, offering unforgettable experiences in a uniquely inspiring setting.
Guided by its mission to present exceptional music, mentor emerging artists, preserve and interpret its historic site, and foster meaningful connections with the community, Caramoor is committed to creating welcoming and inspiring experiences for audiences, artists, students, guests, and staff alike.
Caramoor Center for Music and the Arts is a 501(c)(3) nonprofit organization, supported in large part by the generosity of its donors, members, sponsors, and community.

Equal Opportunity

Caramoor joins with those who seek to promote equality, eradicate injustice, and support inclusion.
Caramoor is an Equal Opportunity Employer (EEO); this means that all aspects of employment, including but not limited to, recruiting, advertising, hiring, training, promotions, compensation, benefits, transfers, layoffs, return from layoffs, disciplinary action and discharge shall be conducted on the basis of qualification and ability without regard to actual or perceived race, religion, political affiliation, disability, sex (including sexual violence and sexual harassment), sexual orientation, gender identity, gender expression, pregnancy or any reproductive health decisions, genetic disposition, neurodiversity, color, age, weight, national origin, citizenship, familial status, marital status, domestic victim status, military and veteran status or any other basis protected by law.
We pledge to uphold equality in our hiring and employment practices, and to create an environment where everyone, from any background, can do their best work.