Summary:                                                                                                                         

The Events Manager produces a defined portfolio of high-quality special events that advance NRCM’s brand and reputation through leadership involvement and member engagement. They coordinate logistics for a range of in-person and virtual events including receptions, meals, meetings, and leadership entertaining. These events will primarily occur in Maine, occassionally out of state, or virtually. This position is hands-on, responsible for ensuring that the multitude of details required to produce successful, high quality, special events are flawlessly executed.

The portfolio for this position will include events for and hosted by NRCM’s Board of Directors; events for the Katahdin Circle, NRCM’s major donor recognition society; and signature NRCM community celebration events including the Conservation Leadership Awards, the Brookie Awards, and the Polar Bear Dip & Dash. Please see appendix below for further details.

The NRCM office is located in Augusta, Maine. This position will be provided an office workspace and will also have the option to work remotely some or all of the time with the following exceptions: this position is expected to be present in the office to conduct event-related tasks prior to, and following, events; and when requested by departmental or organizational leadership for specific meetings/occasions. This position is also required to attend the events they coordinate, which may involve earlier arrival and later departure than guests and other staff. Preference will be given to candidates who currently live in Maine and/or can demonstrate knowledge of Maine geography as it relates to demographic and travel patterns.

Primary Responsibilities:

With strategic guidance from the Senior Director of Philanthropy and Director of Leadership Giving, coordinates all aspects of the event lifecycle for in-person major donor/funder stewardship and CEO engagement events. Possesses the knowledge and expertise to design and execute events ranging in size from 10 to several hundred people. Event styles could be large (50+ person) receptions; topic-based breakfasts (20-30 people); small receptions and/or dinners hosted at private homes, clubs, or restaurants for 12-20 people; or activities such as guided kayak/canoe tours or wilderness hikes.

• Researches event locations, caterers, and other event support services and conducts site visits/informational meetings as needed for decision-making.
• Requests, prepares, and secures approval on invitation lists.
• With ample lead time, coordinates the event invitation design and sending process, including collaborating with Communications and the Executive Assistant for emails and with the Gifts, Records, & Stewardship Coordinator for printed invitations.
• For in-person events, secures event staffing through committed partnerships with NRCM staff, board, and community members.
• For virtual events, serves as technical facilitator, ensuring a seamless experience for speakers and attendees.
• Utilizes NRCM in-house digital platforms, including Raiser’s Edge Events and Every Action, to track invitations, RSVPs, and attendance so that we have a full digital archive for all events.
• Exhibits respect, gratitude, and confidence when interfacing with event hosts.
• Serves as the point person for guest questions and coordinates event confirmation and follow-up messaging to invited and attended guests.

Common Duties:

• Demonstrates creativity and environmental sensitivity in selecting appropriate locations, routes, activities, and accommodations. Strives to incorporate sustainable equipment and practices in response to NRCM’s Sustainable Maine team guidance. Follows relevant safety protocols and secures insurance coverage and attendee waivers as needed to maintain the health and safety of hosts, guests, and staff at all times.
• Coordinates all on-site needs and ensures all contractual obligations are met. In response to staff lead’s vision and budget, secures catering, floral, A/V, and gifts. Seeks to use vendors who are led by people of color, women, veterans, and/or members of the LGBTQ+ or disability communities.
• Partners with Philanthropy staff on the securing of sponsorships and donor matches; with Advocacy and Philanthropy staff on the securing of guest speakers; and with Communications staff to update online registration and confirmation pages.
• Learns and utilizes NRCM communications vehicles to create event listings and member emails following established guidelines. Partners with internal communications team, and external designers as agreed for the project, on the creation of invitations, marketing materials, response mechanisms, and post-event communications, following established design and style guidelines. Monitors RSVPs, coordinates any targeted invitation follow-up, and keeps relevant staff members apprised of key participants.
• Follows protocols established by the Application Analyst for the regular and consistent data entry of event RSVP and attendee information. Consults with the Philanthropy and Finance & Administration departments on any events which generate revenue to ensure IRS guidelines are followed and any charitable gifts are receipted accurately and promptly. Works with Gifts, Records, & Stewardship Coordinator to secure suitable documentation for donated products and services eligible for In-Kind Gift recognition.
• Collaborates with Communications team to publicize events through appropriate marketing channels, including print, e-mail, website, social media, and on-site signage. Coordinates electronic communications with Communications department schedules and mailed pieces with the Gifts, Records, & Stewardship Coordinator. Follows NRCM Style Guide and editing protocols to ensure invitations, marketing materials, and signage adhere to organizational guidelines. Writes event listings and recaps that may include photographs and/or videos from permissible sources.
• Adheres to provided budgets for each event. Maintains historical records of expenditures and income if applicable. For selected events, provides cash flow details to the Finance & Administration department for financial reporting purposes.
• Serves as a member of an internal event planning and coordination team. Ensures relevant event information is kept updated on internal resources such as the Events and Conference Room Outlook calendars.
• Performs other related duties as assigned.
• As a member of NRCM’s Philanthropy Team, adheres to the Association of Fundraising Professionals (AFP) Code of Ethics.

APPENDIX: Position Portfolio 

• NRCM Board of Directors events: quarterly board meetings; annual board retreat; annual board social gathering 
• Katahdin Circle events: monthly virtual seminars; quarterly in-person advocacy briefings; annual stewardship celebration; occasional small dinners in private homes, clubs, or restaurants 
• Conservation Leadership Awards: Annual recognition event 
• The Brookie Awards: Biennial recognition event 
• Polar Bear Dip & Dash: Annual peer-to-peer fundraiser and benefit for NRCM’s Climate & Clean Energy Program 

To Apply: Please submit both a cover letter and resume. Resumes received by May 30, 2023, will receive preferred consideration. Applicants who need an alternative way to submit materials may email them as attachments to jobs@nrcm.org or mail them to NRCM, Attention HR, 3 Wade Street, Augusta, ME 04330.

Required Qualifications:

• Knowledge of event planning techniques, principles, and current best practices required. Current/past special events professional association membership preferred.
• Superior guest relations and customer service-minded skills. Equally comfortable in a casual outdoor setting as in a formal ballroom setting and able to help guests from all walks of life feel welcomed and comfortable.
• Demonstrated ability to multi-task in a fast-paced environment with a high number of simultaneous projects with different timelines, stakeholders, and where your role may vary between the event leader and being responsive to direction from someone else. Able to react quickly, clearly, and with a customer-first mindset.
• Competency with Microsoft Office 365 applications including Word, Excel, Outlook, PowerPoint, and Teams.
• Skilled in prioritizing; takes responsibility for following through on open items.
• Exhibits high standards for event quality and personal accountability.
• Resourceful problem solver able to think creatively and work both independently and collaboratively.
• Familiarity with Maine’s geographic distances and year-round and seasonal population centers.
• Ability as needed to work after hours including the potential for nights, weekends, and holidays with advance notice.
• At a minimum, Associate Degree plus two to three years professional experience (event planning preferred).

Preferred Qualifications:

• Interest in, and commitment to, protection of Maine’s environment.
• Experience with Raiser’s Edge (preferred) or other customer relationship management database. Strong attention to detail and accuracy when dealing with data.
• Familiarity with Salsa Engage/Every Action (preferred) or other customer mailing list applications such as Constant Contact or MailChimp.
• Skilled in gathering and analyzing information and making recommendations based on findings and in support of organizational goals.
•  Able to work positively and effectively with many personalities across departments. Skilled in communicating effectively with a variety of individuals.