Events Manager

Overview

Type of Employment:
Full-Time, Exempt

Incumbent:
Vacant

Reports to:

Development Director

Location:

Wisconsin Historical Foundation, Madison, Wisconsin

Position eligible for hybrid work option, with the expectation of in-person collaboration twice a week. Standard business hours with occasional evening or weekend work for events, and some periodic travel required.

The Wisconsin Historical Foundation exists to advance the mission of the Wisconsin Historical Society.

• Mission:
  The Society connects people to the past by collecting, preserving and sharing stories.
• Vision:
  Enriching and transforming lives through unparalleled access to history.
• Values:
  We believe that increasing the public’s knowledge of history has profound societal, cultural and economic benefit.

As a 501(c)(3) tax exempt organization, the Foundation receives grants and private contributions benefiting the Society and administers the membership program.

The Events Manager is responsible for producing a range of events in support of the Society. Activity includes planning and executing gatherings, celebrations, and experiences that strategically advance fundraising and engage key audiences in support of the Society’s strategic priorities. The Events Manager must have a solid understanding of donor event best practices and the donor relationship cycle and be an incredible collaborator who builds cross‑functional teams necessary to implement events.

• Fundraising: gathering of existing and prospective donors and members that directly or indirectly raises financial support for the Society (e.g., Wisconsin History Gala).
• Launch: celebration that welcomes existing and prospective donors and partners to the unveiling or opening of a venue and/or experience (e.g., Wisconsin History Center grand opening).
• Signature: large‑scale, annual experience that elevates the Society’s brand and reputation (e.g., James Madison Lectures).
• Advocacy: opportunity to communicate the Society’s mission and impact to decision‑makers who influence public support for the Society (e.g., History Advocacy Day in Wisconsin).

• Collaborate with Society and Foundation leadership and staff to plan and execute events that fulfill the Society and Foundation’s vision.
• Work with Board members, donors, volunteers, partners, and special guests to plan and execute hosted events.
• Seek speakers for various events the Foundation hosts and serve as the point of contact for keynote speakers for coordination of logistics, schedules, etc.
• Connect with Society staff across departments to engage their participation and support of event‑related requests (e.g., attendance, speaking, IT support, collections items, etc.).
• Manage venue and vendor relationships.
• Coordinate with marketing team to design and create effective materials for all events (e.g., save the dates, invitations, flyers, programs, presentations, videos, etc.).
• Coordinate with communications team to draft meaningful talking points for internal and external speakers.
• Recruit and coordinate colleagues to assist in the execution of successful events.
• Coordinate, prepare, transport, organize, and store printed materials, signage, décor, and other supplies.
• Perform other duties as assigned.

• Create and manage the fiscal year events budget and track event expenses.
• Schedule and lead event kickoff, run‑through, and debrief meetings.
• Draft a planning document for each event outlining the goals and expectations.
• Create a run‑of‑show document for each event that outlines the timeline, details, and day‑of responsibilities.
• Prepare a post‑event evaluation document for each event summarizing attendance, budget, and lessons learned.
• Coordinate event timelines and tasks using the Asana project management tool.
• Track and receive RSVPs and generate attendance lists.
• Facilitate post event activities including thank you notes/gifts, follow‑up letters and digital communications to attendees, expense reconciliation, and other follow‑up.
• Record all event data in Raiser’s Edge.

The Wisconsin Historical Foundation is seeking a candidate with 2+…