Special Events Manager

About us

At Heart to Heart International we are committed to strengthening communities through equitable access to healthcare and humanitarian support. As a mission-driven nonprofit, we believe financial stewardship is key to maximizing impact and fostering trust with our donors, partners, and the communities we serve. Position Summary The Special Events Manager manages HHI’s fundraising events function, translating Development priorities into annual event plans, budgets, timelines, and measurable outcomes. This position leads the planning and execution of a new signature annual fundraising event, coordinates third-party fundraising events with local donors and organizations, and supports donor cultivation events throughout the year. The Special Events Manager oversees event budgets, vendors, logistics, staff collaboration, and event board engagement to deliver meaningful donor experiences, strengthen community relationships, and increase fundraising revenue.

Responsibilities

• Lead the strategy, development, launch, and annual execution of a new signature fundraising event, including revenue and donor engagement goals, sponsorship strategy, and guest experience.
• Develop and manage comprehensive event plans and timelines to achieve fundraising, cultivation, and engagement objectives.
• Manage all event logistics, including venue selection, contracts, vendors, catering, audiovisual needs, registration, production, permits, insurance, and day-of-event operations.
• Make day-to-day event decisions, manage expenditures, and implement operational adjustments within approved budgets and delegated authority. Seek VP approval for contracts, significant budget changes, and decisions outside established limits.
• Coordinate agreed-upon staff assignments with department leaders and collaborate with Development, Marketing and Communications, Programs, Operations, Volunteer Engagement, and executive leadership. Direct vendors and volunteer committees and monitor completion of event deliverables.
• Develop, monitor, and reconcile event budgets and revenue projections, tracking sponsorships, ticket sales, in-kind support, expenses, and net proceeds against approved goals in partnership with Finance and Development leadership.
• Work alongside the event board and volunteer leadership to establish roles, maintain engagement, support sponsorship and attendee recruitment, and ensure accountability for agreed-upon goals.
• Build relationships with local donors, businesses, community groups, and organizations to develop and coordinate third-party fundraising events that align with organizational standards and priorities.
• Create and maintain third-party fundraising guidance, approval processes, toolkits, and stewardship practices that protect the organization’s brand and support event hosts.
• Plan and support donor cultivation and stewardship events throughout the year, including small gatherings, tours, receptions, and other mission-centered engagement opportunities.
• Identify, solicit, and steward event sponsors and in-kind partners in coordination with donor relationship managers, ensuring timely recognition, benefit fulfillment, and follow-up.
• Maintain accurate event, sponsor, donor, and participant records in the donor database. Evaluate event results against approved financial and donor engagement goals, provide reports, and recommend broader changes to Development leadership.
• Support departmental fundraising goals, campaigns, and special projects as assigned.

Additional Responsibilities This job description is not intended to be an exhaustive list of duties. The employee may be required to perform other duties as assigned to support departmental and organizational needs of Heart to Heart International.

Qualifications

• Demonstrated ability to lead complex fundraising events from concept through execution, including strategy, revenue generation, logistics, and evaluation.
• Strong relationship-building and interpersonal skills with the ability to engage donors, sponsors, event board members, volunteers, vendors, and community partners.
• Excellent organizational skills with strong attention to detail and the ability to manage multiple events, timelines, budgets, and deadlines.
• Demonstrated ability to work collaboratively across departments and lead staff and volunteer participation without direct supervisory authority.
• Strong financial management, negotiation, problem-solving, and project management skills.
• Ability to work independently, anticipate needs, make sound decisions, and remain composed in a fast-paced event environment.
• Knowledge of nonprofit fundraising events, sponsorships, third-party fundraising, donor cultivation, and stewardship best practices.
• Passion for the organization’s mission and commitment to creating meaningful, inclusive, and mission-centered donor experiences.

Requirements

• Bachelor’s degree preferred.
• Minimum of three to five years of experience working in nonprofit fundraising, with established experience leading signature fundraising events.
• Demonstrated experience managing event budgets, revenue goals, vendor contracts, production timelines, and event logistics.
• Experience working with event boards, host committees, volunteer leaders, sponsors, and community partners.
• Experience coordinating third-party fundraising events and donor cultivation or stewardship events preferred.
• Proficiency with donor database and event registration systems, including NXT experience preferred.
• High level of proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Ability to work evenings and weekends, travel locally, and occasionally lift or move event materials as required.

Heart to Heart International (HHI) is committed to accomplishing its mission in a way that protects all program beneficiaries and personnel. It is our shared responsibility to prevent sexual exploitation, abuse, and harassment. HHI staff and volunteers are held to the highest standards of conduct and prohibited from any behavior that places individuals at risk of abuse. HHI is committed to fostering an inclusive workplace where all employees feel valued, respected, and empowered to bring their authentic selves to work every day. We actively promote equity, diversity, and inclusion across all aspects of our organization and welcome candidates from diverse backgrounds to apply.