Job Description

Position Summary The Event Planner is responsible for organizing and completing a fundraising gala. The planner will take ownership of the event timeline, coordinate all gala-related parties, identify and resolve gaps, and manage event-day execution. The planner must work within Mary Health's approved plans, budget, Catholic mission, and administrative approval process. Immediate Start Requirements Within the first three business days of the engagement, the Event Planner will review all available gala records and provide the Administrator with a written status report and master work plan. The review must identify completed work, incomplete work, responsible parties, deadlines, risks, and recommended actions. Review the event budget, contracts, vendor commitments, venue requirements, invitations, mailing status, guest list, sponsorships, donations, auction items, gift cards, baskets, volunteers, program materials, and prior meeting notes. Create one master timeline with clear owners, due dates, dependencies, and decision deadlines. Confirm the most urgent items with the Administration before making commitments or changing existing plans. Event Management and Timeline Maintain the master gala plan and current records, including decisions, responsibilities, and status updates, so Administration can readily review progress. Set practical deadlines, follow up with assigned parties, escalated delays promptly with recommended solutions, and distribute concise action lists after planning meetings. Invitations Guests Donors and Sponsors Complete and monitor invitation production, proofreading, mailing, delivery, follow-up, and the guest and RSVP list in accordance with approved timelines. Coordinate gala-related sponsor and donor follow-up, recognition, advertisements, benefits, and required event materials. Track donated items, gift cards, auction items, and baskets from receipt through acknowledgment, display, sale, and final reconciliation. Ensure all donor and guest communications are timely, professional, accurate, and approved before release when approval is required. Vendors Budget and Logistics Coordinate approved vendors and confirm each written scope, price, payment schedule, insurance requirement, delivery time, setup, breakdown, and responsible contact. Maintain an up-to-date event budget and commitment log and promptly report any projected overage or unbudgeted request. Required Qualifications Demonstrated success planning and completing at least one nonprofit fundraising gala or comparable event from project planning through closeout. Strong project management skills, including the ability to organize multiple deadlines, identify gaps, follow through, and maintain accurate records. Experience coordinating vendors, budgets, sponsorships, invitations, RSVPs, auctions or raffles, volunteers, and event day operations. Excellent written and verbal communication, proofreading, judgment, discretion, and service skills. Ability to work independently while seeking approval at the appropriate decision points. Proficiency with email, Microsoft Office, shared files, spreadsheets, and common event tracking methods. Availability for on-site planning, required meetings, event setup, the full gala on November7,2026, breakdown, and post-event closeout. #J-18808-Ljbffr

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