Associate Director Of Donor Engagement Events

Who We Are

Founded in 1926, the Colonial Williamsburg Foundation is a private, not-for-profit educational, historic, and cultural institution that owns and operates one of the largest and best-known museum complexes in the world. Our mission is "that the future may learn from the past" through preserving and restoring 18th-century Williamsburg, Virginia's colonial capital. We engage, inform, and inspire people to learn about this historic capital, the events that occurred here, and the diverse peoples who helped shape a new nation.

Today, Colonial Williamsburg is the largest living history museum in the U.S. The Historic Area is the 301-acre restored colonial capital with 89 original buildings and 525 buildings reconstructed to how they appeared in the 18th century through extensive archaeological, architectural, and documentary research. The Historic Area is staffed by highly trained, historically dressed interpreters and expert tradespeople who bring the 18th century to life. The Foundation also owns and operates two world-class museums, the DeWitt Wallace Decorative Arts Museum, and the Abby Aldrich Rockefeller Folk Art Museum, The Bob and Marion Wilson Teacher Institute, and a renowned research library, the John D Rockefeller Jr Library.

Additionally, Colonial Williamsburg is home to five world class accommodations at the Williamsburg Inn, Williamsburg Lodge Autograph Collection, the Griffin Hotel, the Williamsburg Woodlands Hotels and Suites and the unique Colonial Houses in the Historical Area. Visitors may also indulge in food and drink at our many on site restaurants and taverns that blend a historically inspired dining experience with today's evolved tastes. Each year over 5 million people visit Williamsburg and another 20 million engage with us digitally.

About the Position

Under the direction of the Director, Donor Relations and Events, the Associate Director of Donor Engagement Events is a critical member of the Donor Relations & Events team, overseeing the design, planning, execution and evaluation of 12-15 annual donor events held on- and off-site. This position demands a high level of organizational skills, keen attention to detail, flexibility in high-stress situations, and the ability to multi-task and work effectively in a fast-paced environment. Additionally, the position is responsible for providing clear, timely, and concise communications to Development peers and CWF partners regarding the full spectrum of an event plan.

Essential Functions:

1. Manage overall project timeline and deliverables with internal and external stakeholders.

2. Develop a detailed process system for accurate and consistent event management utilizing technology.

3. Coordinate the logistical and financial planning of donor events by identifying location and equipment needs, planning menus and event flow, and coordinate programming and other related activities.

4. Facilitate pre- and post-planning event operation meetings.

5. Collaborate with communications team to ensure invitations, websites, and all event documentation is following brand guidelines.

6. Collaborate with Development peers to ensure seating arrangements are strategic, events are appropriately staffed, and roles are clearly defined.

7. Serve as primary liaison with vendors, including internal partners, and facilitate contracts in accordance with budgetary limitations.

8. Provide high quality on-site coordination and support of donor events, including preparation, set-up, directing of guests and staff upon arrival, and ensuring a seamless experience for donors and prospects.

9. Communicate with internal/external vendors concerning service provision, including negotiating pricing, executing contracts, and oversight of activities and services fulfillment.

10. Validate accuracy of billing in line with budget, ensure appropriate approvals are obtained and invoices are paid in a timely manner. Provide creative ideas and solutions in support of the donor relations team for smaller scale/salon events.

Travel Expectations: 25 - 50% of the time

Required and Preferred Education and Experience:

Required:

• Bachelor's degree or equivalent experience.
• 4-7 years of event planning experience.
• Proficiency with Microsoft Office Suite; event management or registration software a plus.
• Creative event planning experience.
• Experience in establishing relationships with a variety of stakeholders.

Preferred:

• Knowledge of Colonial Williamsburg Foundation policies and procedures.
• Experience in donor or alumni relations or previous roles in non-profit organizations.
• Demonstrated budgeting experience up to $1,000,000.00.

Qualifications:

• Ability to work in a fast-paced, changing environment.
• Ability to manage multiple tasks and deadlines with an excellent sense of priority, logic and objectivity.
• Exceptional organizational skills and capable of handling several sensitive and important issues simultaneously while being acutely attentive to details.
• Ability to meet or exceed deadlines while providing outstanding experiences within budget.
• Able to be a strategic, integrated decision maker in the logistical planning of multiple, complex meetings, and/or other events.
• Understanding of event lifecycle and adept at planning and coordinating complex assignments and projects across multiple organizational units.
• Skilled communicator that can report progress to executive-level stakeholders using project management tools including budget forecasting and timelines.
• Sense of urgency and independent initiative toward accomplishing objectives.

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