Associate Director of Special Events

Queenstown, MD

Full-time

Hybrid

Organization Description:

Founded in 1988 by Paul Newman, The Hole in the Wall Gang Camp provides “a different kind of healing” to thousands of children with serious illnesses and their families annually – all completely free of charge. For many of these children and families, Hole in the Wall provides multiple Camp experiences throughout the year at the facility in Ashford, Conn, in dozens of hospitals and clinics, directly in camper homes and communities and through other outreach activities across the Northeast and Mid-Atlantic.

Position Description:

The Associate Director of Special Events is part of a dynamic and collaborative team that produces proprietary fundraising, cultivation and stewardship events throughout the Northeast and Mid-Atlantic. The ability to confidently design, manage and execute events that achieve revenue goals, provide opportunities to express meaningful gratitude, celebrate our community, and communicate our mission, is essential to success in this role. The Associate Director will leverage skillsets to drive pre-event, on-site, and post-event logistics and will serve as a primary contact for staff, volunteers, vendors and venue personnel.

As The Hole in the Wall Gang Camp continues programmatic expansion in the Mid-Atlantic with a site in Queenstown, MD and Hospital Outreach Program partners throughout the DC Metro area, it also must establish a regional event foundation. The new Associate Director of Special Events position offers an exciting opportunity to support this effort alongside a seasoned team currently producing events throughout the Northeast, while also leading the research, scouting and production of flagship events in the Mid-Atlantic.

Our Associate Director of Special Events can expect to…

Conduct venue and vendor research and scout potential event locations in the Mid-Atlantic, making event recommendations to Director. Envision innovative event concepts that align with Hole in the Wall's priorities and the interests of key stakeholders.
Develop and advance relationships with Mid-Atlantic based event venues and vendors.
Manage execution of forthcoming fundraising, stewardship, and cultivation events in the Mid-Atlantic region. Provide logistical management of more immediate Mid-Atlantic regional receptions.
Produce project management timelines. Navigate associated logistics including contract negotiations, sourcing and booking of catering, rentals, vendor activations, décor, attendee gifts, etc. Devise and manage expense budgets, ensuring cost-effectiveness.
Facilitate committee meetings, creating agendas, reporting on logistics and drafting meeting minutes.
Pitch creative design concepts to Director and provide oversight of design direction, content, ordering, delivery, and distribution of event collateral including but not limited to save the dates, flyers, invitations, and program books.
Responsible for program book ad content and design layouts to advance sponsorship and marketing benefit fulfillment.
Determine volunteer requirements prior to and at events including number needed and deployment of resources. Manage requests for pre- and at-event volunteers in collaboration with Volunteer Director.
Manage event pre-production and set ups, including packing of supplies, transporting materials, scheduling deliveries and receiving deliveries on-site. Oversee setup and breakdown of events on-site.
Support auction marketing preparations including production of auction displays, bid sheets, and redemption materials as assigned.
Partner with Director on fulfillment of donor auction experiences to ensure satisfaction and increased stewardship of relationships often requiring after-hours on-call status.
Research and solicit potential gift in kind auction vendors and corporations.
Conduct post-event evaluations and make recommendations for improvement.
Stay updated on industry trends and best practices to continuously enhance event offerings.
Support on-site execution of Northeast fundraising, stewardship and cultivation events including Beantown Bash, Fandango Benefit Gala, Big Apple Bash, Bandit Round Up, ribbon cuttings, groundbreakings, receptions, etc.
Assist with special projects and perform additional duties as assigned.

Our Associate Director of Special Events should have...

Five years' experience in event, production, operations or hospitality management is preferred.
A degree and/or coursework in event management, marketing, communications, hospitality or related field is desirable, but there is no minimum education requirement.
The ability to establish positive relationships with a variety of people in multicultural environments.
Proficiency in Microsoft Word, Excel, Outlook, and internet. Experience with Raiser's Edge software preferred.
Self-motivation, and the ability to set priorities and manage multiple projects simultaneously.
Energy, enthusiasm and the ability to work both independently and productively in a fast paced, team-oriented department.
Elevated project management, interpersonal, organizational, and written and oral communication skills.
Negotiating capability.
A willingness and ability to embrace a hybrid work schedule and locations-working hours will be spent in our Queenstown, MD or Silver Spring, MD offices or remotely (at home or off-site at Mid-Atlantic venues) based on needs of the event calendar.
A willingness and ability to travel to and throughout the Northeast (including but not limited to New Haven, CT and Ashford, CT) for events, organization-wide and departmental meetings and based on the needs of the event calendar.
A willingness and ability to work evenings and weekends as needed in office and at event venues. Overnight time at venue sites required.
A willingness and ability to participate in event preparations and on-site event production that often requires walking, standing and carrying, setting up and breaking down event decor and supplies for substantial periods of time.
A willingness and ability to operate computer for most of workday with appropriate rest periods.
Valid Driver's license and driving record which meets HITWG insurance carrier requirements.
A willingness and ability to independently travel to assigned worksites. Access to a personal vehicle preferred (with mileage to be reimbursed as applicable.)
A willingness and ability to drive event supply transport vehicles including but not limited to cargo and passenger vans and 10-15 foot box trucks in suburban and city environments.
A willingness and ability to lift and carry up to thirty pounds is helpful but not essential.

The Hole in the Wall Gang Camp provides a very competitive salary, a generous benefits package, and growth opportunities for high contributors. To apply, please use the provided link. Due to the volume of resumes received, you will be contacted only if there is interest in pursuing your application. No phone calls please.

Click Here to Apply

The Hole in the Wall Gang Camp is an Equal Opportunity Employer, does not discriminate on the basis of age, creed, color, national origin, ancestry, marital status, sexual orientation, gender identity or expression, disability, nationality or sex, and is committed to a diverse workforce.