Assistant Director, Special Events

The Lucile Packard Foundation for Children's Health, in partnership with Stanford Medicine and Lucile Packard Children's Hospital, unlocks philanthropy to transform health for children and families in Northern California - and around the world. Through fundraising and grantmaking, the Foundation drives scientific research, innovation, and policy change that will improve care, advance cures, and reform healthcare systems for this and future generations.

MAIN FOCUS: To strategically manage and elevate high-quality donor engagement events that align with philanthropic goals and deliver exceptional guest experiences.

LOCATION: Palo Alto, CA (hybrid); the successful candidate for this role will be based in the Bay Area.

WHAT YOU'LL DO...

The Assistant Director, Special Events oversees the production of best-in-class events to generate philanthropic support for Lucile Packard Children's Hospital Stanford and the child and maternal health programs at the Stanford University School of Medicine. The primary function of this role is to manage the execution and elevate the guest experience for a wide range of donor prospecting, cultivation and stewardship events, ensuring our events are closely aligned to philanthropic strategies. Special events include producing receptions, dedications, dinners, webinars, panels, Board meetings, fundraisers, volunteer events, our signature annual 5k run/family festival, and more.

The Assistant Director, Special Events will join a team of six who are collectively responsible for creating and implementing a comprehensive engagement strategy through primarily live, but some virtual events, at the Foundation. The Assistant Director, Special Events will report to the Director of Special Events.

YOU'LL BE RESPONSIBLE FOR...

Operational Responsibilities:

1. Manage a portfolio of cultivation and stewardship events for Annual Giving, Board Relations, Gift Planning, Major Gift, Principal Gift, and Campaign teams.
2. Work in close partnership with the Director of Special Events on select signature events.
3. Manage portfolio of events, ensuring adherence to best practices and tracking outcomes from kickoff to debrief; maintain communication and transparency with stakeholders throughout the process.
4. Collaborate with field officers and stakeholders across the Foundation, Hospital, and School of Medicine to design events that bolster our philanthropic priorities and effectively communicate strategic messages to donors and prospects.
5. Partner in the production of internal and external communications for events, including itineraries, briefings, invitations, correspondence, and other collateral.
6. Project-manage event meetings and agenda from draft to execution and post-event debriefs with an aim to learn from each event, incorporate feedback for future events, and create documentation.
7. Work in close collaboration with colleagues in other Development program areas to ensure coordinated strategies and clear communications related to all donor events.
8. Evaluate, refine, and enhance annual events and event models.
9. Ensure excellent customer service, client support, and seamless navigation of Foundation events with meticulous attention to detail.
10. Produce and manage event production timelines and effectively communicate both internally and externally with stakeholders.
11. Select and partner with appropriate venues and vendors for each event (caterers, photographers, audio-visual, valet, etc.)
12. Manage invitation lists for events, including tracking responses and regularly routing lists of responses to event stakeholders.
13. Produce reports on event attendance and prepare post-event data to ensure high return on investment.
14. Partner with Event Communications and Advancement Services colleagues in the integration of our new CRM and event platform systems.
15. Responsible for ensuring event and attendance data is accurately captured in the CRM database and report on attendance.
16. Manage all aspects of event budgeting, including forecasting, payment of expenses, collecting revenues and reconciling post-event in an accurate and timely manner.
17. Keep abreast of latest event trends, conduct market research for best practices and incorporate fresh new ideas to elevate guest experience.

YOU MUST HAVE...

1. A Bachelor’s Degree in a related discipline and/or equivalent experience.
2. 5+ years' experience in planning, executing, and managing in-person events.
3. Valid driver’s license and vehicle.
4. Ability to work evenings and weekends on occasion, and to travel within the Bay Area.

IT'S AN ADDED PLUS IF YOU HAVE EXPERIENCE WITH...

1. 5+ years of experience working in nonprofit, fundraising, science or healthcare, or a corporate event, conference planning, or field marketing role.
2. Strong aptitude to learn how to navigate technology platforms. Experience with Microsoft products, Raisers Edge, Classy.org, InDesign, Photoshop, Swoogo, Monday.com.
3. Experience executing successful fundraising galas.

YOU'LL BE SUCCESSFUL IF YOU'RE...

A self-starting and resourceful manager of projects and events who is successful with minimal supervision in a high-stakes environment

1. Ability to establish priorities, manage shifting priorities, and seamlessly manage numerous time-sensitive projects
2. Ability to independently anticipate roadblocks, create viable solutions to problems, and manage up and around to decision makers to efficiently decide on the appropriate path forward
3. Ability to manage a high volume of work that is characteristic of rhythms of intensity (e.g. preceding event day) while maintaining exceptional attention to detail

Motivated by the LPFCH mission and values:

1. Possessing a genuine interest in improving the health and well-being of children and mothers
2. Deeply committed to the principles of diversity, equity, inclusion and belonging

Working at the Foundation

• Generous leave, including PTO, holidays, Summer Fridays, and a sabbatical (after 7 years of employment)
• Annual bonus
• Retirement plan + employer match
• Premium Medical and Dental coverage
• Employer-paid life insurance
• Legal services plan
• 4-week paid maternity and paternity leave for new parents
• Stipend for home office and mobile phone

The Foundation is a dynamic organization in a rapidly changing industry. Therefore, the responsibilities associated with this position will evolve and grow in accordance with LPFCH's business needs and growth plans. More specifically, the incumbent may be required to perform additional and/or different responsibilities based on the future growth plans for the Foundation.

The pay range for this role is:

110,000 - 117,000 USD per year (Palo Alto, CA)