Senior Manager, Chapter and Outpost Events

Job Title: Senior Manager, Chapter and Outpost Events

Department: Chapter Impact 

Location: Remote/Virtual, within the United States 

Reports to: Senior Director, Chapter Relations

Direct Reports: None

Classification: Exempt 

Position type: Full-Time Employee 

Pay Band: $67,278 - $91,023

 

Blue Star Families

Blue Star Families is a growing non-profit (Military Service Organization (MSO)) with a history of delivering innovative solutions. We're the team that senior DoD leaders seek out when they want ground truth on issues facing our military families. Our team members are motivated individuals that help each other do remarkable things for military families to bridge the civilian-military divide every day.   We deliver first-class solutions that transform the military experience for military family members.  We operate in an agile arena where great minds come together to make life better for military members and their families.  We focus on data-driven insights while understanding the value of spirited storytelling.   And we do all this in a highly flexible, virtual environment with great benefits!  Our diverse and inclusive environment fosters a sense of belonging among our team resulting in innovative and creative decision-making.
Are you ready to make a difference for the families of those who serve our great nation?  We are the ideal match for the innovator, the out-of-the-box, strategic thinker who understands the value of social impact.

 

General Description

The Senior Manager for Chapter and Outpost Events manages and executes all logistical aspects of Blue Star Families’ chapter-level events, and their primary responsibility will be implementing standard and best practices across chapters for event execution. The Senior Manager will also partner with Executive Directors, the Senior Manager of Outposts, and Outpost grantees on partner events and opportunities, as they arise; and work with the External Affairs and Development teams on event execution on higher-profile Chapter events, such as launches or donor cultivation events. S/he will work to ensure seamless collaboration from inception to execution of each event, and serve as the lead point of contact for the executive director and/or chapter impact leadership.

This role works directly with chapter executive directors on all aspects of event stewardship, serving as a strategic and tactical executor to ensure success at every event.  The Senior Manager will collaborate to conceptualize innovative approaches to guest engagement, creating a seamless and memorable experience.  Responsibilities include creating and managing invitation lists, writing invitations and follow-up correspondence, developing robust stewardship and engagement plans, and maintaining meticulous database management for all relevant events ranging in size from 10 to 1,000. The Senior Manager will play a pivotal role in designing meaningful experiences for all stakeholders, ensuring every detail contributes to a lasting impact.

 

Key Job Functions 

Overall Planning, Collaboration, and Coordination

• Develop standard operating procedures for events within the chapter department
• Collaborate with chapter executive directors (EDs) to plan and execute events from conception to completion
• Identify and resolve operational challenges related to event execution, collaborating with chapter leadership and staff to develop alternative solutions as needed
• Maintain flexibility to manage multiple projects and deadlines in a fast-paced environment
• Vet new collaboration opportunities and draft internal proposals for chapter leadership review
• Analyze processes and documentation annually to improve engagement, stewardship, and execution of high-profile events
• Serve as a point person across departments including Office of the CEO, Development, Marketing & Communications, and External Affairs, to ensure seamless event execution, when relevant
• Perform other duties as assigned

Event Documentation and Reporting

• Create, implement, and maintain event document templates, including timelines, run-of-show documents, briefing books, look books, read-aheads and post-event reports
• Coordinate pre-event to post-event status calls, track action items, and document outcomes for senior management review
• Coordinates and maintains project and budget management processes for each event
• Develop post-event and budget reports, highlighting metrics, outcomes, and return on investment (ROI) for senior chapter management team 
• Manage event project tracking in HIVE

Event Marketing and Communication

• Coordinate scheduling, creation, and distribution of GRPI, save-the-dates, invitations, and other marketing materials
• Collaborate with the Digital Innovation and graphic design teams to develop event graphics, media, social media plans, websites, and branding materials
• Draft event marketing materials and speaking remarks in collaboration with EDs

Logistics and Vendor Management

• Arrange and attend site/location visits to assess suitability for events
• Oversee procurement of donated goods and services (e.g., food, liquor, decor, photography) and manage contract negotiations with vendors and contractors
• Supervise event consultants to manage logistics, registration, run-of-show, event materials, security, and other operational needs for high-profile events.

Guest Coordination

• In collaboration with EDs, secure attendees, event volunteers, and stakeholder  representation (i.e. military, donors, partner organizations) as necessary/warranted by event type
• Organize and maintain accurate invitation lists, ensuring no duplications or omissions, and oversee the RSVP process and attendance tracking

 

Required Experience, Skills, Background 

• Bachelor’s degree or relative experience in a related field
• 4-7 years of eExperience coordinating and managing large-scale events ranging in size from 20-­500 attendees
• Ability to quickly and effectively gather information by means of interviews, research, etc.
• Ability to organize information for effective presentation in publications and other media
• Ability to work both independently and collaboratively
• Ability to produce high-­‐quality work on deadline; comfortable managing multiple projects, priorities and deadlines in a fast-­‐paced environment 
• Strong attention to detail
• Flexibility with work schedule in support of deadlines and events
• Proficiency with Google suite (include docs, slide presentations, and spreadsheets)
• Experience and/or comfort working in a virtual environment
• Experience working with and managing volunteers
• Commitment to the highest standards of professionalism
• Possible monthly travel is required to attend meetings, trainings, events, etc. 
• Out-of-town and overnight travel is required, monthly is possible
• May be required to work nights, weekends, and holidays as necessary to carry out key job functions

 

Desired Experience, Skills & Background 

• Experience with membership-driven organizations
• Familiarity with the military community
• Experience with Customer Relationship Management (CRM) systems; familiarity with Salesforce

 

More About Blue Star Families

Blue Star Families empowers military and Veteran families to thrive by connecting them with their civilian neighbors — both people and organizations — to create strong communities of mutual support. We believe we're all stronger when we take care of one another.

Our groundbreaking research is raising the nation's awareness of the unique challenges of military family life. With the help of neighbors across the country, Blue Star Families is overcoming the isolation and alienation of frequent moves, deployments, and reduced support from the government. Our innovative programs are solving specific challenges for military families, including fighting economic insecurity with resources that foster spouse career development, creating family strength with rich family programming, and providing critical peer support for caregivers, whose numbers are only increasing.

Blue Star Families is a registered 501(c)(3) nonprofit organization. 

 

EEO Policy

Blue Star Families is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.