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Events Manager
January 24, 2023 at 2:01 pm

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Type: Full-Time, Exempt, Salaried

Location: Los Angeles, San Francisco preferred

Reports to: Associate Director of Events & Sponsorships

Direct reports: N/A

Start date: As soon as possible

Application closing date: Open until filled

Salary Range: $65,000 – $75,000 commensurate with experience

About Equality California and Equality California Institute:

Equality California is the nation’s largest statewide lesbian, gay, bisexual, transgender and queer+ (LGBTQ+) civil rights organization with over 900,000 members. Equality California brings the voices of LGBTQ+ people and allies to institutions of power in California and across the United States, striving to create a world that is healthy, just, and fully equal for all LGBTQ+ people. We advance civil rights and social justice by inspiring, advocating, and mobilizing through an inclusive movement that works tirelessly on behalf of those we serve. For more than 20 years, Equality California has been fighting for full, lived LGBTQ+ equality in a number of ways: electing pro-equality leaders up and down the ballot; passing pro-equality legislation in California, Nevada and Washington, DC; and fighting for LGBTQ+ civil rights and social justice in the courtroom. For the purpose of this job description, “Equality California” is used as an umbrella term for Equality California and its sister organization, Equality California Institute.

 Equality California Institute is a 501(c)(3) organization that has a parallel mission to Equality California, its 501(c)(4) counterpart. Equality California Institute works to achieve full, lived LGBTQ+ equality by reducing disparities in LGBTQ+ health and well-being, developing a pipeline of LGBTQ+ leaders and increasing civic participation within the LGBTQ+ community.

Position Overview:

Equality California seeks an Events Manager to support a robust events program of $3.5 million. The Events Manager will assist in the planning, execution, and fundraising efforts of five major fundraising events across California (and one in Nevada), as well as additional smaller events throughout the year. This includes working with external event producers to help manage the logistics, budget, and program, and working both independently and with the Associate Director and Development Director to research, cultivate, acquire (via direct solicitation), and renew event sponsorships ranging from $5,000 to $100,000+. The Events Manager is also responsible for working with the Events Associate to closely track all details of sponsorships including contacts, invoices, data entry, logos, and guest lists, etc.

The Event Manager’s responsibilities include traveling throughout California and Nevada regularly to produce events and help build board and host committee relationships. Experience with event management and logistics, database tracking/gift management, and in writing solicitation letters is required, and experience in corporate sponsorships and board/donor management is preferred. The Events Manager helps manage long and short-term events consultants/ producers, and volunteers at events, and reports to the Associate Director of Events & Sponsorships. This is a full-time, salaried exempt position near or in a major city within California with Los Angeles or San Francisco and locations preferred. If employees are in an area where Equality California has an office, there is a hybrid workplace schedule in place.

Duties and Responsibilities: 

The Event Manager’s primary responsibilities include:

  • Assist in planning, logistics management and production, and fundraising efforts and outreach for six Equality Awards galas each year (500-1,200 guests each), plus additional smaller events as scheduled throughout California and Nevada
  • Work collaboratively with team to exceed revenue goals for each event
  • Create and manage in collaboration with the Associate Director of Events and Sponsorships the timeline, task list, budget, run of show, and program for events throughout the year
  • Actively plan and participate in event planning and production meetings and discussions, both remote and in-person
  • Collaborate with the team on event concept, graphic design, and production including fundraising materials, invitations, and event signage
  • Serve as primary contact with outside event vendors as needed which can include: researching vendors as needed, negotiating costs and services, booking event spaces, arranging food and beverage, ordering supplies, etc
  • Work with venue and planning vendors to create/revise room layouts/seating arrangements for each event as necessary; attend site visits and/or final walk-throughs of venues
  • Manage on-site production throughout event set-up, during events, and help with clean up as necessary
  • Help secure volunteers, and manage the staff and volunteers working at events
  • Work with the development team to create event sponsorship packages
  • Organize and manage the invitation, registration, and attendee check-in processes
  • Confirm event websites and ticketing sites are accurate, working properly, and maintained with updated information regarding the events
  • Organize and keep inventory of all event-related supplies including but not limited to: in-kind donations including liquor and wine; event signage; badges; name tags; etc.

Donor Management:

  • Work with Development Director and Associate Director to recruit host committee members and manage committees and meetings to drive committee member engagement and revenue for each event
  • Provide a high level of support to staff on fundraising issues
  • Create and maintain donor files and records in donor database and all event trackers
  • Research prospective donors and update research on existing donor database with pledges, payments, and other donor information
  • Help prepare lists for call time for the Associate Director, Development Director, and Executive Director as it relates to events and other fundraising and update donor database with results
  • Draft donor correspondence, including letters, emails, and call time and meeting follow up

Administrative:

  • Assist with preparing budgets and provide periodic progress reports to staff directors for each event project as needed
  • Keep track of event finances including check requests, invoicing, collections, and reporting
  • Research venue options, coordinate appointments and visits to see venue space, and schedule events on the calendar
  • Prepare and modify event contracts as requested and submit for director review and approval
  • Organize host committee meetings, create agendas and presentations, and provide meeting notes/recaps to committee members
  • Work with finance department to manage tracking of contribution information and keep the staff up to date on money received
  • Maintain and update pledge and expected contribution reports
  • Process event vendor invoices

Additional duties as assigned.

Qualifications: 

Applicants for this position should bring the following knowledge, abilities, and attitude:

  • At least 4 years of experience planning large events (1,000+ guests) required.
  • A Bachelor’s Degree is required.
  • Experience working with non-profits or political organizations preferred.
  • Experience with fundraising preferred.
  • Experience with budget management strongly preferred.
  • Extreme attention to detail and excellent organizational and administrative skills required.
  • The ability to work independently, prioritize work assignments, complete projects to meet deadlines, remain flexible on multiple simultaneous projects, and achieve results in a fast-paced, high-pressure work environment required.
  • Highest level of professionalism and positive attitude with customer service mindset when working with both internally and external stakeholders required.
  • Ability to foster strong working relationships with colleagues, donors, and vendors in support of our events and fundraising goals required.
  • Strong written and oral communication skills required.
  • Punctuality and reliability are required.
  • Reliable transportation with the ability to travel frequently to major markets throughout California and Nevada is required. This position will be expected to travel at least 20% of the time.
  • Capacity to work outside normal business hours and on weekends to meet the needs of events.
  • Sense of humor and self-starter with an entrepreneurial spirit and desire to learn and grow are a plus.
  • Database management experience required (EveryAction and Actblue preferred, Asana a plus), as well as comfortability in Microsoft and Google applications.
  • Knowledge, passion, and commitment to addressing issues impacting the LGBTQ+ community as well as advancing equity and social justice generally.
  • A positive attitude and willingness to work collaboratively and in support of Equality California’s mission.
  • An understanding of and strong commitment to the mission of the organization and proven ability to work effectively across cultures, positions, and industries with the highest degree of professionalism and grace.

Compensation and Benefits

This is a salaried, full-time exempt position with a salary range of $65,000 – $75,000 commensurate with experience and includes competitive benefits (healthcare, dental, vision, long/short term disability, life insurance, and 401K). This position will require a flexible schedule including evening and weekend work time, as well as regular travel across California and Nevada. Applicants will be reimbursed for mileage and must have a reliable vehicle and be able to drive in California. This position will also include participation in Equality California’s schedule of events, including Pride festivals, advocacy events, and more.

To apply

Please email your resume and cover letter to jobs@eqca.org with the subject line “Events Manager – [YOUR NAME]” in the subject line of your email.

Policies at Equality California

Equality California is an equal employment opportunity employer. Equality California does not make employment decisions or discriminate based on protected characteristics including, but not limited to, race (including traits historically associated with race, including, but not limited to, hair texture and protective hairstyles (which includes, but is not limited to, such hairstyles as braids, locks, and twists)), creed, color, religion, national origin, ancestry, marital status, sex, gender (including gender identity and/or gender expression), sexual orientation, age, disability (physical or mental, citizenship, military or veteran status, reproductive health decision making, genetic information, or any other basis protected by applicable local, state, and federal law. We strongly encourage diverse candidates to apply, including, but not limited to, women, people of color, people of diverse gender identities, and non-LGBTQ+ allies.

Qualified Applicants with Criminal Histories will be considered for employment in a manner consistent with the requirements of the California Consumer Reporting Agencies Act and Los Angeles’ Fair Chance Initiative for Hiring Ordinance.

All employees must be up to date on their vaccination status in compliance with Equality California’s Mandatory COVID-19 Vaccination Policy. New employees must provide documentation as to their vaccination status 48 hours before their start date unless they are approved for an accommodation due to a medical reason or a sincerely held religious belief.


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