Archived listing. The details below describe a past opening.
Position Title: Manager, Special Events Department: Development
Reports to: Director, Individual Giving
FLSA Status: Full-time, Exempt, Non-Union
Grade: 7
Position Description:
Reporting to the Director, Individual Giving, the Manager, Special Events will plan and execute Brooklyn Botanic Garden’s fundraising events, producing engaging, innovative, effective, and delightful events supporting fundraising efforts. The manager oversees the planning and production of the Development department’s hallmark benefit events, including the Spring Gala (600+ guests; $1M+ raised), After Party, and spring donor reception (200+ guests), alongside additional events such as donor receptions, tours, and excursions. The manager is responsible for coordinating event logistics and programs, managing budgets and timelines, working with vendors and internal teams, and tracking event revenue, expenses, attendance, and engagement. Working closely with colleagues across the organization, the manager helps deliver events that strengthen relationships with donors, trustees, corporate partners, foundation representatives, honorees, and other members of the Garden community. The position requires strong project management, sound judgment, attention to detail, and the ability to manage multiple complex events from initial planning through post-event evaluation.
Responsibilities:
Event Planning and Execution
- Serve as event production lead for all BBG fundraising events.
- Manage event timelines, workplans, production schedules, budgets, logistics, and follow-up from initial planning through post-event closeout.
- Coordinate event programs and content, including invitations, run-of-show documents, guest communications, printed materials, and remarks in collaboration with Development colleagues and speechwriters.
- Coordinate event logistics with BBG departments and service providers, including the in-house catering partner, and the Security, Custodial, and Facilities teams.
Budgeting, Revenue, and Reporting
- Manage assigned event budgets, including expense projections, expenditure tracking, vendor costs, and post-event reconciliation.
- Track and report on event revenue, sponsorships, underwriting, ticket sales, attendance, and expenses.
- Work with Development colleagues to support revenue-generating activities including sponsorship and underwriting outreach, peer-to-peer fundraising, and ticket sales.
- Maintain accurate event records and produce timely post-event reports assessing performance against revenue, attendance, and expense goals.
- Maintain and improve event-planning templates, tracking tools, and procedures to support consistent execution and effective use of staff time and technology.
Relationships and Collaboration
- Serve as primary contact for vendors.
- In conjunction with the director, work closely with colleagues across Development, including Individual Giving, Institutional Giving, Membership, and Development operations, to coordinate event-related outreach, donor engagement, and stewardship.
- Build effective working relationships with colleagues throughout the Garden to coordinate event requirements, clarify responsibilities, and meet deadlines.
- Coordinate event staffing and volunteer assignments, providing direction and guidance to staff and volunteers supporting event production.
- Represent the Garden professionally in interactions with donors, trustees, corporate partners, vendors, and other external constituents.
- Perform other related duties and special projects as directed.
Qualifications:
- 3–5 years of experience planning and executing fundraising, nonprofit, cultural institution, or other complex events, preferably in New York City
- Demonstrated ability to manage multiple projects simultaneously, establish timelines, track deliverables, and meet deadlines
- Experience managing event budgets, tracking expenses, and reporting on revenue and event outcomes
- Strong organizational, communication, problem-solving, and interpersonal skills
- Ability to work independently, exercise sound judgment, anticipate needs, and resolve routine issues while recognizing when decisions require escalation
- Ability to collaborate effectively with colleagues across departments and work with vendors, volunteers, donors, trustees, and other external constituents
- Proficiency in Microsoft Word, Excel, and PowerPoint; experience with Raiser’s Edge or a similar donor database preferred
- Interest in improving processes and using technology effectively to support event planning and execution
- Enthusiastic, energetic team player
- Ability to work evenings and occasional weekends
- Ability to lift and carry event materials as needed
Compensation and Benefits:
- Salary Range: $64,000–$80,000
Brooklyn Botanic Garden considers several factors when determining the appropriate salary to offer a candidate within the listed salary range. These factors include (but are not limited to), the scope and responsibilities of the position, a candidate’s relevant work experience and education/training, prior union/ DC37 experience (for union positions), job skills, and equity across the institution, as well as market and organizational considerations.
- BBG offers a comprehensive benefits package including:
- Health Insurance that begins the date of hire; employees are offered coverage through the City of New York’s Office of Labor Relations and can choose from a variety of plans, some at no cost to the employee.
- Dental/Vision/Prescription Benefits
- Pre-Tax Benefits including flexible spending, dependent care, transit/parking accounts
- CIRS Pension/401K/Life Insurance: BBG is a member of the Cultural Institutions Retirement System (CIRS) and offers a pension and 401K plan for eligible employees. Life insurance is provided through CIRS as well.
- Life Insurance and Long-Term Disability Insurance
- Generous Paid Time Off including sick time, vacation time, and 13 annual holidays
- As a 501(c)3, BBG is a Public Service Loan Forgiveness (PSLF) Eligible Employer.
- Museum Pass, which provides employees the opportunity to enter many museums in New York City for free
- Free Garden admission for employee plus one guest
- Employee discount at BBG’s retail and food venues
To be considered for this position, please submit an application by clicking Apply below. Applications submitted without a résumé and cover letter will not be considered. No telephone calls for position inquiries, please. Applicants with disabilities who need assistance with the online system, or who may require a reasonable accommodation during the application process, should contact Human Resources at hr@bbg.org. Brooklyn Botanic Garden is an Equal Opportunity employer.