SAN FRANCISCO BOTANICAL GARDEN SOCIETY SPECIAL EVENTS OFFICER
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1 Position Title: Special Events Officer Full or Part Time: 100% FTE Regular or Temporary: Regular Exempt or Non-exempt: Exempt Salary: Dependent on experience SAN FRANCISCO BOTANICAL GARDEN SOCIETY SPECIAL EVENTS OFFICER ABOUT SAN FRANCISCO BOTANICAL GARDEN SOCIETY Located in Golden Gate Park, San Francisco Botanical Garden is a sanctuary of natural beauty and tranquility dedicated to educating children and adults, cultivating community, and displaying and preserving the planet s biodiversity. With over 8,000 different kinds of plants from around the world, including many that are rare and endangered, it is possible to travel the world in the Garden s 55 acres. The Garden is worldrenowned for its diverse, significant and unique plant collections, among them the most important collection of magnolias for conservation purposes outside China and cloud forest collections from three of the world s most threatened regions. The Garden s Library houses the most comprehensive collection of horticultural materials in Northern California. Welcoming more than 400,000 annual visitors, the Garden brings the community together to marvel, to learn, to find respite in nature and to celebrate Earth s beauty and the interconnectedness of all living things. The more we learn about how we are connected to plants and all life on Earth, the more we will cherish and protect the natural world. San Francisco Botanical Garden Society (SFBGS), a 501(c)(3) nonprofit, works in partnership with the City and County of San Francisco Recreation and Park Department (SFRPD) to manage and operate the Garden. SFBGS s twofold mission is to build communities of support for the Garden and to cultivate the bond between people and plants. With lead responsibility for fund development, marketing, admissions and visitor services, and with the help of its members, donors and volunteers, SFBGS funds Garden improvements, provides curatorial and plant collections management services, propagates plants for sale to the public, maintains the Helen Crocker Russell Library of Horticulture, offers year-round educational and community programming, and operates the Garden Bookstore and Arbor (for plant sales). Today, there are year-round opportunities for 13,000 children a year to experience nature in all its complexity in free hands-on programs. SFBGS organizes and offers docent tours, classes and workshops to educate and inspire. Also part of the annual calendar are new programs like Flower Piano, a twelve-day interactive installation where twelve pianos are placed throughout the Garden for anyone to play. Passionate volunteers contribute over 40,000 hours each year leading docent
2 tours, assisting in the bookstore and library, and getting their hands dirty planting, weeding and propagating. SFBGS is in a period of transformation and growth and is currently implementing a staff reorganization to support the achievement of ambitious goals. Within the next several years, SFBGS will build a Nursery: Center for Sustainable Gardening (CSG) complex, the Garden s first permanent nursery and the single-most important project to be undertaken since the Garden s inception more than 75 years ago. The CSG is targeted for LEED platinum certification. It will be a working nursery with a public orientation, permitting the Garden s deeper involvement in plant conservation, new formal and informal programs to engage visitors, a significant expansion of our youth education program, and activation of the underdeveloped western end of the Garden, including the Children s Garden, John Muir Nature Trail and a new coastal dune restoration garden. The CSG is an essential next step in realizing a new, broader vision for the Garden as a premier cultural and educational institution known and cherished by Bay Area residents, respected globally for its plant collections and commitment to conservation, and on every visitor s list of things to do and places to see in San Francisco. Private gift support is crucial to realize the vision for the Garden, both for the CSG campaign and for ongoing operations. Approximately 70 percent of the Garden s annual operating support comes from private sources as contributed and earned income. Private gift support and memberships represent nearly half of the Garden s funding for annual operations. We are looking for an individual who is committed to serving the community and helping the Garden and its programs reach even higher levels of excellence, is excited about the opportunity to work with other dedicated staff and to contribute to building a robust fund development program that will support the Garden s current programs and exciting future. POSITION SUMMARY The Special Events Officer is a new position that is part of an expansion and restructuring of the Development office. The department is growing to six full-time positions, with outside support for planned giving, corporate engagement, institutional fundraising, event production and the capital campaign, including an embedded campaign director (Campaign Director) from the consulting firm CCS. The Special Events Officer and every member of the Development team should see themselves as builders committed to the opportunity to participate in taking a cherished and respected institution from really good to great. The Special Events Officer will play both externally and internally facing roles planning, managing and executing a growing program of fundraising, cultivation and stewardship events. SFBGS s established event program includes the Garden s signature annual fundraising luncheon, Garden Feast, which raises approximately a half-million dollars, and donor cultivation, stewardship and auction fulfillment events per year. The Special Events Officer will be expected to maximize the potential of the current program, evaluate and improve the effectiveness of individual events and the overall program, and create events for Millennials and other diverse groups who can become Garden leaders and donors. In all his/her work, the Special Events Officer will work in close collaboration with the appropriate gift officers. The Special Events Officer also will manage SFBGS s new Corporate Engagement Program, working with the corporate sponsorship consultant and other staff across the organization to secure corporate memberships and sponsorships, ensure the fulfillment of benefits and identify and pursue stewardship opportunities for executives and employees of SFBGS s corporate members and sponsors. 2
3 The Special Events Officer reports to the Director of Development, works in close collaboration with other members of the Development team and serves as a role model of professionalism and commitment for all SFBGS staff at all times acting as an ambassador for SFBGS and the Garden. At SFBGS, multiple, concurrent programs and events require focus to drive them forward successfully. The ideal candidate will have a passion for both planning and execution and a proven track record of managing complex initiatives. This candidate will be self-motivated, highly organized, and able to work creatively and effectively as a leader, individual contributor and member of a team, fostering positive internal and external relationships with a donor-centric approach. ESSENTIAL FUNCTIONS FUNDRAISING, CULTIVATION AND STEWARDSHIP EVENTS Fundraising Events Lead and manage all aspects of Garden Feast, including planning, production, pre-event and day of fundraising, and post-event follow-up strategy, working to ensure that income goals are met and continuing relationships are developed Provide strategic leadership for consideration, design, planning and execution of other possible fundraising events, assuming similar responsibilities as for Garden Feast Maximize event revenue in collaboration with the appropriate gift officer by creating high level fundraising strategies, personally soliciting sponsorships, ticket sales and other gifts, and engaging other staff, trustees and volunteers. The gift officer will take the lead in planning and conducting post-event targeted donor and prospect moves management actions. Build and implement a strategy to acquire and retain honorary and volunteer leadership that will evoke community participation and monetary support, and serve as lead staff to chairs and event committee to motivate and facilitate their fundraising and relationship building efforts Cultivation and Stewardship Events Work closely with the appropriate gift officer to create tailored events, receptions and other gatherings for donors, members and prospects o The gift officer will take the lead in establishing objectives, determining invitees, identifying program event features, and planning and conducting post-event targeted o donor and prospect moves management actions. The Special Events Officer will take the lead in all other aspects of planning and producing these events. As a future step, develop, recommend and initiate occasional events to bring in Millennials and other diverse groups who can become Garden leaders and/or donors. All Fundraising, Cultivation and Stewardship Events Develop revenue goals (as applicable) and expense budgets, track progress, prepare and distribute reports, produce event timelines and contact sheets, coordinate vendor production schedules and execute sponsorship benefit elements Manage and execute all day-to-day details, including scheduling, invitation design, production, mailings, event reservations, engaging vendors, negotiating contracts, managing logistics, staffing, training and acknowledgement of volunteers Work with SFRPD staff to obtain permits and ensure that logistics comply with SFRPD requirements Compile invitation lists, engage featured program participants, create programs and provide program materials, prepare program scripts and participant remarks (as needed) and create 3
4 and/or obtain donor awards and recognitions as may be needed Work with the Donor Services Officer to ensure timely and accurate processing, reporting and constituent records management covering all relevant elements, e.g., ticket sales, table sponsorships, seating, attendance, auction and fund-a-need participation Work with the Volunteer Services Manager to identify and recruit volunteers Supervise and support event contractors and vendors Develop outcome measures in consultation with gift officers and strategically evaluate and report on overall event/program performance CORPORATE ENGAGEMENT PROGRAM Work in partnership with an outside consultant, currently Resonate Agency, to manage a new Corporate Engagement Program and lead an interdepartmental steering committee charged with its design and implementation With the consultant taking lead responsibility for securing new participants, manage and support efforts to convert current corporate volunteer participation to membership and sponsorship With support from the outside consultant and steering committee, develop and maintain a detailed program plan with income goals and expense budgets, manage deliverables in line with the program plan, track and ensure fulfillment of benefits, resolve cross-functional issues, monitor and evaluate performance, liaise with and update the Director of Development, Leadership Team, steering committee and others as needed GENERAL EVENTS AND CORPORATE ENGAGEMENT Identify cultivation and stewardship opportunities and engage trustees, staff and volunteers in making the most of them Write and produce program collateral, appeals, correspondence and other communications for internal and external audiences Ensure consistency, quality and timeliness of all communications with donors and prospects Work closely with the Donor Services Officer to ensure that: o Donor records and files are kept up to date o Procedures for gift reporting and evaluation are developed and followed o All protocols for gift handling, entry, acknowledgement and coding are consistently adhered to o Thorough research and analysis support strategies and implementation Stay current on industry and local trends and market competition EXPERIENCE AND QUALIFICATIONS Experience and demonstrated success in a nonprofit organization: o Producing and managing events, including developing, monitoring and meeting revenue and expense budgets o Cultivating and stewarding donors in a membership-based organization o Motivating and engaging trustees and volunteers and valuing their contributions of time, expertise and passion o Collaborating across the organization and with outside contractors, vendors and partners to achieve desired outcomes o Managing multi-phase projects from inception to completion and balancing concurrent priorities i.e., strong project management skills o Solving problems creatively and strategically and using data analysis to make recommendations and program changes based on results o Working with fundraising database programs (familiarity with Raiser s Edge and 4
5 constituent relationship management system preferred) as well as Microsoft Office Suite (intermediate to advanced skills) and other standard office software o Working in a small department where hands-on participation is needed Experience a plus in the following areas: o Soliciting gifts in face-to-face settings o Developing and leading corporate engagement programs o Working on a capital campaign o Performing equivalent responsibilities in a nonprofit organization of similar size and significance, ideally a cultural institution Excellent written and oral communication skills Bachelor s degree PERSONAL QUALITIES AND ATTRIBUTES Genuinely enjoys engaging donors and the fundraising process; warm, approachable and comfortable interacting with high-level donors, civic and cultural leaders; highly responsive to all donors without regard to their giving levels Passion for gardens or the natural world and for bringing those experiences to the public; high commitment to learning about the Garden Able to think strategically, keeping the big picture and broad institutional objectives in mind, while also being detail and analysis oriented Exemplifies highest standards of integrity, professionalism, discretion, excellence and accountability; demonstrates emotional intelligence and self-awareness; inspires confidence and trust; welcomes feedback Highly collaborative; a leader and team player able to motivate and organize staff and volunteers and bring together different departments within the institution to work towards shared goals; appreciates impact of his/her work on colleagues and the Garden s success Exercises initiative to identify and solve problems with drive, flexibility and creativity Resourceful able to do more with less and build upon challenges Able to work well under pressure and adapt easily to changing situations and priorities; exercises good judgment and stays focused on overarching goals Able to interact in an effective, tactful and professional manner internally, externally and with the public at large; responds graciously and promptly to the needs and requests of others Dedicated and ambitious to achieve organizational success; willing to pitch in and go the extra mile when needed ADDITIONAL EXPECTATIONS Plan to participate in and support fundraising, cultivation and stewardship events and activities as a member of the Development team Able to work nights and weekends as required for board and donor meetings, events and deadlines Able to engage in a range of physical activity, including standing or sitting at a desk or computer and walking (sometimes on uneven surfaces) for extended periods of time. Must be able to climb a flight of stairs and lift/carry up to 25 pounds HOW TO APPLY Please submit resume and cover letter outlining background, experience, interest and salary requirements via to SpecialEvents@sfbg.org. SFBGS hopes to fill the position as soon as possible. Interested applicants should apply at their earliest convenience. No phone calls please. San Francisco Botanical Garden Society is an Equal Opportunity Employer and welcomes applications from individuals who will contribute to its diversity. 5
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