Special Event Manager

About the organization

amfAR, The Foundation for AIDS Research, is a nonprofit organization focused on advancing scientific discoveries that support global health, with a long-term mission to help end the HIV/AIDS epidemic. The organization backs innovative research in HIV and other diseases where viruses and the immune system are central, and since 1985 it has raised more than $950 million and funded more than 3,900 research grants worldwide.

Role summary

The Special Events Manager will oversee all aspects of assigned fundraising events for amfAR. This role includes shaping and improving event concepts, delivering event objectives that grow revenue, maintaining strong relationships across the event, corporate, and production sectors, and monitoring budgets and revenue performance for each event.

Key responsibilities

This position is responsible for planning, coordinating, and executing high-profile fundraising events from concept through completion. The role works closely with directors, producers, staff, volunteers, sponsors, vendors, and other partners to ensure events are delivered successfully and generate strong results.

Duties and responsibilities

• Partner with the Director and producers to bring gala concepts to life, including entertainment, décor, menus, ticket and table sales, and auction offerings.
• Lead project teams made up of staff members, consultants, and volunteers.
• Collaborate with producers to create new fundraising approaches and support event implementation.
• Develop and roll out fresh event and marketing ideas for volunteers, sponsors, and other supporters.
• Set event timelines with clear deadlines and milestones.
• Work with the Director to prepare event income and expense projections, then track and control revenues and costs throughout the project.
• Prepare correspondence and coordinate solicitation outreach to donors, corporate sponsors, event leaders, committees, in-kind contributors, and others.
• Build and maintain strong working relationships with trustees, sponsors, consultants, volunteer leaders, vendors, suppliers, and public relations partners.
• Work with the communications team to help secure celebrity participation in selected events.
• Review and negotiate vendor agreements.
• Oversee event logistics and on-site coordination.
• Work with the Senior Director to secure corporate support for assigned events.
• Manage auction solicitation activities, including item cataloging, domestic and international shipping, and donor fulfillment.
• Develop and nurture relationships with artists, galleries, and art dealers to source auction items.
• Create event-related printed materials such as invitations, programs, and auction catalogues in partnership with the Public Information Department.
• Ensure the right security arrangements are in place for each event.
• Plan for and respond to the needs of celebrity and VIP attendees.
• Provide progress and status updates to the Director and other teams as required.
• Conduct post-event debriefs and improve procedures and workflows where needed.

Qualifications

The ideal candidate should have a BA/BS degree and at least 7 years of experience in fundraising events, with prior supervisory experience. The role calls for proven success managing large-scale, high-profile events, campaigns, and projects, along with strong verbal and written communication skills, excellent people skills, flexibility for extended working hours, and the ability to travel domestically and internationally.

Work arrangement

This is an in-office position in New York City for 4 days per week, with a temporary hybrid work schedule currently in place. Relocation assistance is not available.

Benefits

The role includes a comprehensive benefits package with medical, dental, life, short-term disability, long-term disability, and vision coverage, as well as commuter benefits, dependent care and medical FSA savings, a 403(b) plan with a very generous employer match, and paid time off including vacation, personal days, sick leave, and Summer Fridays.

Application instructions

Applicants should send a resume, cover letter, and salary requirement by email. No agencies, please. amfAR is an equal opportunity employer.

Compensation

The annual salary range for this role is $75,000 to $87,000.