Special Events Associate Director

**Job Type:** Regular

**Time Type:** Full time

**Work Shift:** Day (United States of America)

**FLSA Status:** Exempt

**When you join the growing BILH team, you're not just taking a job, youre making a difference in peoples lives.
**

The Associate Director of Special Events supports the development and implementation of philanthropic events and meetings to engage donors and enhance the image and reputation of Beth Israel Lahey Health (BILH) and all member institutions.
This includes but is not limited to the strategic planning, production, and execution of in-person and virtual meetings, signature events, conferences, key stewardship events, specific committees, internal events, signature board events, and fundraisers.
The primary emphasis will be on maximizing the level of stewardship and communication with principal, major, planned, and high-level donors as well as board members and grateful patients in ways that significantly strengthen their relationship with and good will towards BILH and all member institutions.

The Associate Director of Special Events maintains close and collaborative working relationships with system, local hospital, and philanthropy leadership, as well as staff and key vendors.
This position interacts closely with donors, Board members, donor prospects, and event committee leadership.

The Associate Director of Special Events:

Works closely with the Director and Executive Director of Special Events to strategize, design, manage, and execute all philanthropy-related in-person or virtual events.
These events include but are not limited to meetings, signature events, conferences, key stewardship events, professorship events, committees, internal events, signature board events, and fundraisers.

Implements individual event/meeting strategies to ensure the program and content aligns to philanthropic goals and objectives.
Works closely with marketing, communications, operations, and donor relations to identify stewardship and engagement opportunities to maximize event touches and drive donor engagement.

Ensures that a competitive bid process occurs for all vendor selections and administers and oversees the competitive bid processes.
Participates in the contract negotiation process to ensure fair pricing and quality events.
Ensures all contract dates are accurate and invitations align to venue dates.
Ensures contracts meet BILH legal standards and protect against liability and loss.

Develops metrics and measurement tools to assess ROI and refine programs to better leverage resources and improve attendance, costs, and program content.
Assesses programs to ensure the cost per attendee aligns with the event objectives.

Develops event business plans to achieve fundraising goals for events that have established philanthropic goals including golf tournaments, galas, and races.

**Job Description:**

**Essential Duties & Responsibilities** including but not limited to:

Ensure that messaging and event branding are consistent with BILHs guidelines and strategic plan, focus promotion of fundraising priority areas, and enable opportunities for donor engagement.
Ensure the quality of event venues, audio visual/sound, flowers, food, beverages, entertainment, gifts, etc.
is consistent with BILHs high quality standards.

Create and maintain guidelines for event invitation criteria for all events.
Analyze invitation criteria and attendance trends to identify appropriate invitees for all events.
Maintain responsibility of event invitation criteria to ensure donor audiences are managed appropriately to maximize engagement and stewardship opportunities.
Supervise all invitation production, mailing lists, mailing, and response tracking and coordinate the flow of information regarding events.

Develop and oversee event data analytics to assess trends and inform event planning.
Analyze event data post-event to measure success and use data to guide future event planning decisions and improve ROI.
Assess market trends and benchmark events internally and externally to constantly improve/differentiate events program and streamline costs.

Create a streamlined process by which events will be modeled for constant improvement and refinement.

Develop relationships with vendors, both internal and external, for catering, banquet rooms, entertainment, audio/visual, photography, video, travel, hotel accommodations, invitations, etc.
to ensure high quality events that are cost efficient.

Work with the Corporate and Foundation Relations team to secure sponsorship opportunities and support fundraisers.
Develop sponsorship levels and recognition benefits that align with fundraising goals.
Work with marketing and donor relations to steward sponsors and ensure sponsorship benefits align to brand standards.

Support the development and implementation of project management tools to facilitate work and allocate resources appropriately.

Develop event timelines, run of show, event content and briefings.
Ensure accuracy of materials and timely coordination of rehearsals, prep meetings, and run of show logistics.
Manage all event pre- and post-meeting efforts.
Be responsible for running and supporting all event kick off meetings and next steps tracking and implementation across functions.
Manage and oversee all event check-ins and meeting deliverables to ensure pre- and post-event activities are on track, on time, and on budget.

Responsible for events as assigned and all logistics and deliverables associated with each event.

Develop guidelines for third party events and support fundraising programs as needed.

Perform administrative activities and other responsibilities as needed.
Travel as necessary to events.

**Minimum Qualifications:**

**Education:**

Bachelors degree required.

**Licensure, Certification & Registration:**

N/A

**Experience:**

5-8 years related work experience in event planning and/or project management event/tradeshow/entertainment planning and production.

**Skills, Knowledge & Abilities:**

Must demonstrate teamwork, resourcefulness, results orientation, optimisim, and trust.

Experience in marketing, communications, event management and donor/customer relations in large complex institution.

Strong verbal and written communication skills.

Strong organizational skills and demonstrated excellence in problem solving, superior attention to detail, ability to coordinate multiple projects across a broad group of staff.

Experience with Microsoft Office applications.

**Preferred Qualifications & Skills:**

Ability to work in fast-past paced institution within the dynamic health care environment.

**Dept/Unit Specific Skills:**

Ability to work evenings and weekends as required.

**As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities.
Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment.
Learn more (https://www.bilh.org/newsroom/bilh-to-require-covid-19-influenza-vaccines-for-all-clinicians-staff-by-oct-31) about this requirement.
**

**More than 35,000 people working together.
Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives.
Your skill and compassion can make us even stronger.
**

**Equal Opportunity** **Employer/Veterans/Disabled**