Special Events Manager
POSITION: Special Events Manager
REPORTS TO: Director of Development
CLASSIFICATION: Full time, Exempt
As one of the country’s largest ensemble theatres dedicated to the creation of new work, Lookingglass Theatre Company seeks to redefine the theatrical experience and to make theatre more exhilarating, inspirational, and accessible to all. Founded in 1988 by a group of Northwestern University theatre graduates, Lookingglass move into its permanent home in the historic Water Tower Water Works on Chicago’s Michigan Avenue in 2003. Now in its 35th season, the Company is a respected source for story-centered theatrical work that is evocative, physical, and visually rich.
With a roster of 29 Ensemble Members and 22 Artistic Associates, Lookingglass productions are centered on the ensemble with training in theatre, dance, music, and circus arts. Through its powerful, original theatre, the Company’s goal is to fire the imagination with love, to celebrate the human capacity to taste and smell, weep, and laugh, create, and destroy, and wake up where we first fell—changed, charged, and empowered.
The Special Events Manager will report to the Director of Development and be responsible for building and executing a variety of fundraising, stewardship, and cultivation events for Lookingglass donors throughout the season. Events include, but are not limited to, Celebration Opening Nights, the theatre’s annual unGala, small group gatherings with artists, and occasional donor trips.
Principal Duties and Responsibilities
• Execute event logistics for Celebration Opening Nights, unGala, other fundraising events, and stewardship/cultivation events throughout the season.
• Create and manage planning and night-of timelines for each event.
• Create, manage, and track invitation lists in Spektrix database.
• Draft copy for event communications including invitations, sponsorship forms, solicitation and acknowledgement letters, and confirmation emails.
• Work with Lookingglass graphic designer to realize event invitations and stewardship/communication pieces.
• Build event-related electronic communications in DotDigital.
• Identify event staffing needs and coordinate staffing plans with Lookingglass colleagues
• Serve as primary liaison with event vendors including printers, venues, caterers, décor companies, and others.
• With the Director of Development, manage event budgets and financial reports.
• For unGala and other fundraising events, oversee auction solicitations/donations, package descriptions, and fulfillment tracking.
• Schedule and prepare materials for unGala committee meetings with Board members, staff, and consultants.
• Oversee the creation of reports and progress analysis of unGala and other fundraising event efforts, with the Donor Relations Steward: Operations.
• Serve as a professional and articulate representative of the Lookingglass development team at relevant meetings and events.e
• In Partnership with Director of Development and the Development team, support the team in other strategic needs and priorities.
• Participates in organization-wide anti-racism work and incorporate an anti-racist lens into daily practice. Lookingglass recognizes that it has much to do towards being an anti-racist and a more equitable institution. We believe that our work and our lives are infinitely more complex, rewarding, illuminating, and nearer to truth when we have a wider variety of human experiences in our room, at our table, and on our stage. This work, by the Board, Ensemble, and staff, is ongoing and is publicly reflected here: Anti-Racism, Equity, and Inclusion Statement – Lookingglass Theatre Company. (https://lookingglasstheatre.org/aeistatement/)
• Proficient with Microsoft Word and Excel, and experience with fundraising software, such as Spektrix, and project management software, such as Asana, is a plus.
• Experience in manipulating graphic design is a plus.
• Excellent written and oral communication skills with demonstrated presentation abilities.
• Demonstrated ability to be detail-oriented along with awareness of how the successful management of each task contributes to Lookingglass’ ability to fulfill its mission.
• Ability to manage multiple tasks simultaneously, to work independently and in a team.
• Desire and ability to work at Lookingglass, within the Development Department and with co-workers, along with a commitment to grow skills in planning, organization, and management as a member of a team.
• Attention to detail and accuracy.
• High level of professional demeanor and utmost sensitivity with confidential information.
• Willingness to work evening and weekends as necessary.
• Ability, and comfort, in analyzing, creating, and dismantling systems for solving problems and increasing efficiency.
• Ability to work remotely, with Lookingglass provided equipment, for the time being.
• Current policy requires a mandatory COVID 19 vaccine before onboarding unless a reasonable accommodation is requested and granted in accordance with Lookingglass policy.
Compensation: $50,000 - $55,000
• Health Insurance (choice of PPO or HMO; Organization covers the cost of 95% of the HMO plan. If a PPO plan is elected, staff members pay the difference between the PPO plan and 95% of the HMO plan. This is reevaluated annually in July with the adoption of the health plan.)
• Vision & Rx plan.
• 12 paid holidays (including Juneteenth and Election Day).
• Vacation, Personal Sick, and floating holidays, including birthday.
• In recognition of the unplanned costs incurred by working from home, Employee may be eligible for a monthly reimbursement of $30.00 to be evaluated and paid quarterly. Eligibility will be based on the evolution of Lookingglass’ work from home policies and availability of and access of Lookingglas-provided work resources for this position, such as a brick-and-mortar office space.
Lookingglass Theatre Company is an Equal Opportunity Employer. We provide equal employment opportunities (EEO) to all employees and applicants for employment wiwhout regard to race, color, religion, gender, national origin, age, genetics, or status as an individual with a disability. We welcome applications from all qualified applicants.
To be considered, please send a cover letter, resume, and three (3) references to Aurelia Fisher Cohen, Director of Development, at email@example.com with “Special Events Manager” in the subject line. Anticipated start date is October 2022.