This position will closely work with the Director of Development and Marketing and other appropriate staff to develop event themes, scheduling, and formatting for all event elements. The incumbent will plan and coordinate all logistical details for special events and Board meetings including: staffing plans and onsite coordination, timeline monitoring, contract compliance, vendor interface, and quality assurance. This position requires the ability to independently oversee key event and meeting activities with minimal supervision and to serve as an event team leader.

Duties and Responsibilities

• Plans, coordinates, and implements special events and meetings, as well as special projects as directed by Director of Development and Marketing. Responsibilities will include creating and managing timelines and budgets, administrative, staffing, entertainment, production, contractors, catering, hotel, sponsorship, promotion and registration arrangements.

• Serve as hotel and site liaison and coordinate all aspects of hotel and site arrangements.

• Coordinate with event committees including: co-chairs, host committees, and auction committees.

• Mail sponsor letters and Table Solicitation Letters once approved by Director of Development.

• Assist with follow-up by preparing and scheduling sponsor calls as directed by the Director of Development.

• Negotiate contracts with vendors and service providers.

• Develop and manage events budget. Forecast revenue and expenses and maintain up-to-date accounting of expenses by event and meeting.

• Prepare profit and loss statement for each event and meeting.

• Develop and maintain communication in a cooperative and professional manner with all levels of staff and outside contacts.

• Oversee production and distribution of communications and publications for events, both internally and externally.

• Develop and implement, in collaboration and coordination with the Foundation's Development staff, event follow-up strategies to broaden the Foundation's donor base.

• Cultivate new and existing donors through exemplary donor stewardship, planning and coordination of targeted events and conservation outing opportunities.

• Attend Board meetings and special events to provide onsite management for events.

• Develop and implement auction plan and goals.

• Work with Foundation staff to generate copy for approval of thank you letters for sponsors, auction donors, committee members, in-kind donors and any volunteers to ensure compliance by Foundation with audit requirements.

• Develop strong working relationships with industry-related vendors.

Qualifications

• Undergraduate degree and at least five years experience in event and meeting planning and implementation, such experience to include contract negotiation and a strong understanding of the financial management and business opportunities of events and meetings.
• Appropriate certification preferred (Meeting/Event Specialist Certification or Certified Meeting Planner).
• Strong attention to detail and follow-through skills.
• Excellent time management and organizational judgment and skills that facilitate managing multiple priorities and concurrent projects on deadline.
• Understanding of protocol for seating, invitations, etc.
• Excellent verbal and written communication skills and strong interpersonal skills.
• Ability to work independently and as a leader in a fast-paced work environment with minimal supervision.
• Ability to respond quickly and accurately to requests for information
• Outstanding skills in anticipating and addressing problems with creative solutions.
• Strong negotiation skills.
• Adapts to changes in the work environment; able to deal with frequent change, delays or unexpected events.
• Computer proficiency.
• Willingness and ability to travel.

Compensation: Commensurate with experience
Location: Washington, DC

To apply, please send an e-mail, with attachments in Word format, containing your cover letter describing your interest and qualifications, resume, salary requirements, and three references with phone numbers and e-mail addresses to Beth Christ Smith, Director of Human Resources, at email to: HR12.Ad@nfwf.org or HR4@nfwf.org. National Fish and Wildlife Foundation is an equal opportunity employer.