Events Manager

J. Murphy & Associates; Minneapolis (MN); On-site; USD 60,000 - 86,000; Full time

Job summary

J. Murphy & Associates is seeking a hands-on Events Manager to plan and deliver flawless client fundraising events from concept through post-event wrap-up, handling logistics, run-of-show, venue, catering, seating, registration, and on-site execution.

You will manage multiple events, coordinate vendors, control budgets, write scripts, and ensure guest experience while collaborating with the development team.

Qualifications

• 3–5 years of nonprofit/event planning experience.
• Bachelor's degree or equivalent work experience.
• Proven ability to manage multiple events on time and on budget.
• Strong vendor sourcing and contract review skills.
• Excellent organizational skills and attention to detail.
• Calm, solutions-oriented under live event pressure.
• Excellent written scripts and collateral creation.
• Experience with RSVP platforms and databases.
• Ability to lead cross-functional teams (volunteers, vendors, clients).

Responsibilities

• Plan and manage all logistical aspects of client fundraising events from concept through completion
• Develop event themes, run-of-show documents, and timelines with clients
• Negotiate and manage vendor contracts – venues, catering, AV, decor, rentals
• Coordinate menu, seating, and room layouts
• Oversee on-site execution and troubleshoot day-of issues
• Track budgets and reconcile expenditures
• Manage multiple events and types simultaneously

Skills

Event planning

Budgeting

Vendor management

Logistics

Communication

Registration systems

Independent worker

Cross-functional teams

Education

Bachelor's degree

Job description

This is a hands-on, execution-focused role responsible for planning and delivering flawless, well-run fundraising and client events — from initial logistics through post-event wrap-up. The Events Manager owns the details that make an event succeed: venue and vendor coordination, run of show, food and beverage, seating, registration, guest experience, and on-site execution.

This position is not responsible for donor cultivation, solicitation, or major-gift strategy on an ongoing basis — those functions sit with JMA's development staff. From time to time, the Events Manager may be asked to assist with a specific, discrete fundraising- or major-donor-related task at the direction of the President or a Development Manager; such requests are assigned individually as needed and are not a standing responsibility of this role (see "Other Duties as Assigned" below).

Key Responsibilities: Event Planning & Logistics

• Plan and manage all logistical aspects of client fundraising events from concept through completion
• Develop event themes, run-of-show documents, and timelines in partnership with clients
• Negotiate, review, and manage vendor contracts — venues, catering/food and beverage, entertainment, AV, decor, and rentals
• Coordinate menu selection, seating charts/floor plans, and room layout
• Manage on-site event execution, including setup, vendor coordination, and troubleshooting day-of issues
• Track event budgets and expenditures; reconcile actuals against plan
• Demonstrated ability to plan and manage multiple events and event types simultaneously (galas, luncheons, golf outings, and similar)

Key Responsibilities: Registration & Guest Experience

• Manage event registration — entry, tracking, follow-up, and payment/ticketing setup
• Maintain and manage guest lists and RSVPs; oversee event check-in
• Produce name tags, place cards, and seating assignments
• Coordinate event materials bundling — auction/game-item logistics, gift bags, printed programs, and signage
• Write event scripts, run-of-show documents, and emcee/speaker notes
• Develop event PowerPoint presentations and event outlines
• Compose, edit, and proof event-specific collateral — invitations, programs, signage, and agendas
• Coordinate with Communications staff on event-related print and digital materials as needed
• Manage to the client's approved budget for each event — including her own time and the time of any support staff, as well as out-of-pocket expenses such as food and beverage, entertainment venue, and other vendor costs
• Create and maintain event timelines, checklists, and planning documents
• Write and assign staff/volunteer assignment sheets; ensure clarity of responsibilities, timelines, and deliverables
• Monitor progress and follow assignments through to completion; maintain documentation to support workflow and updates
• Serve as the primary point of contact for vendors and venues leading up to and on the day of the event
• Attend client meetings related to event planning and logistics

Other Duties as Assigned

• May assist with discrete fundraising- or major-donor-related tasks (for example, a specific mailing, a sponsorship follow-up call, or a data/list pull) when assigned individually by the President or a Development Manager — these are not core or ongoing responsibilities of this role
• Other duties as assigned by the President or immediate supervisor.

Experience/Qualifications

• 3–5 years of experience planning and executing events (nonprofit, hospitality, corporate, or related setting)
• Bachelor's degree or equivalent work experience
• Proven track record managing multiple events simultaneously, on time and on budget
• Strong vendor sourcing, negotiation, and contract review skills
• Exceptional organizational skills and attention to detail; ability to manage multiple deadlines
• Calm, solutions-oriented demeanor under the pressure of live event execution
• Excellent written communication skills for scripts, programs, and event collateral
• Comfortable using registration/RSVP platforms and databases for guest list management
• Ability to work independently and to manage cross-functional teams — volunteers, vendors, and clients — during events

Performance Measures

• Events are executed on time, to client specifications, and without avoidable disruptions, as reflected in client and internal post-event feedback
• Event budgets — staff time, vendor costs, and out-of-pocket expenses (food and beverage, entertainment, venue, etc.) — are managed within approved limits, with variances flagged and explained in advance
• Vendor and venue contracts are negotiated, confirmed, and finalized within planning timelines, with no missed deadlines or last-minute logistics gaps
• Registration, guest lists, RSVPs, and seating assignments are accurate and current, with minimal day-of corrections
• Event materials — scripts, run-of-show documents, programs, PPT, signage, and invitations — are complete, proofed, and delivered on schedule
• Staff and volunteer assignment sheets are clear and complete, with assignments tracked through to completion
• On-site execution runs smoothly, with day-of issues identified and resolved promptly and professionally
• Clients report high satisfaction with event logistics, organization, and professionalism in post-event debriefs
• Bonuses are awarded to staff based on extraordinary work output, bringing in new clients and a recommendation from a manager. Additionally, awards of more ESST/PTO are/can be given in addition to or instead of a cash bonus.
• Overtime: (over 40 hours per week) paid at a rate of time and a half.
• Employee Safe and Sick Time (ESST) & Paid Time Off (PTO)– ESST/PTO will begin accruing upon hire. All employees will earn ESST/PTO at a rate of 0.0909 per hour worked. This equates to earning 1 hour of ESST/PTO for every 11 hours worked. Employees may choose to use their ESST/PTO award for mental or physical illness, treatment or preventative care; a family member’s mental or physical illness, treatment or preventative care; absence due to domestic abuse, sexual assault or stalking of the employee or a family member; death in an employee’s immediate family; closure of the employee’s workplace due to weather or public emergency or closure of a family member’s school or care facility due to weather or public emergency; when determined by a health authority or health care professional that the employee or a family member is at risk of infecting others with a communicable disease; vacation days; and holidays.
• Life Insurance and LTD – at no cost to employee
• Healthcare plan reimbursement is available to employees who are not covered under another(s) healthcare plan and are required to purchase an individual or family plan (being covered on a significant other or parents plan does not qualify). Healthcare reimbursement in the amount of $250.00 per month for an individual plan is available if you are the “primary” on your plan ($250 per month = $3,000.00 per year for insurance). Healthcare in the amount of $500.00 per month for a family plan is available if you are the “primary” on your family plan ($500 per month = $6,000 per year for insurance).