Donor Engagement & Events Specialist--Maine Historical Society

Cindy Murphy

Maine Historical Society Job Opening

POSITION TITLE: Donor Engagement & Events Specialist

STATUS: Exempt

SCHEDULE: Full-time, 35 hours/week

REPORTS TO: Director of Institutional Advancement

SALARY: $46,000-$50,000/year

Donor Engagement & Events Specialist

Are you passionate about Maine, history, and storytelling? Are you a creative, detail-oriented project manager who enjoys planning events? The Maine Historical Society (MHS) seeks a Maine-loving professional to produce inspiring events that connect donors to Maine and MHS’s mission to preserve and share Maine’s story.

POSITION SUMMARY

The Donor Engagement & Events Specialist coordinates strategic events that drive philanthropic support and membership, strengthen constituent relationships, and engage new audiences. They spearhead collaborative planning efforts and coordinate logistics for a variety of established events, and work with colleagues to create new donor experiences. Using MHS’s unique touchpoints, and highlighting historic collection and digital assets, events range in size from 15-500 people, and include in-person receptions, meetings, speaker series, tours, and virtual gatherings. Reporting to the Director of Institutional Advancement, the Specialist collaborates closely with colleagues across the organization and Board members to advance MHS’s exciting, five-year Business Plan goals.

FUNCTIONS AND RESPONSIBILITIES

Advancement Events Strategy

• Develops annual Advancement events plan. Works as part of Advancement team to set goals, strategy, and metrics for a variety of events.
• Develops project plans and collaborates closely with colleagues to ensure deliverables are met. Juggles multiple events simultaneously.
  • Plans and executes one-two signature events, including the Maine History Maker. Includes extensive planning, multi-channel outreach, content development, and high-touch logistics.
  • Works with Advancement colleagues and program staff to develop major donor and member experiences, including exhibition openings, behind the scenes tours, and more.
  • Works closely with the Curator of Education & Public Programs on shared opportunities, content overlap, and program series. Serves as a member of the cross-departmental event planning team.
• Pulls reports to analyze event performance and identify trends. Tests new event concepts, strategies, and audiences.

Event Publicity and Donor Relations

• Partners with Marketing & Communications staff to develop publicity and invitations.
• Coordinates the solicitation of corporate sponsors and donors for fundraising events.
• Regularly works in Advancement database (currently Raiser’s Edge) to identify event audiences and prepares invitation mailing/email lists.
• Serves as point person for guest questions. Manages RSVPs, corresponding with participants via phone and email, and entering registration data in database. Tracks invitations, RSVPs, and attendance.
• Ensures strong follow-up with attendees.

Event Logistics

• Evaluates and books event locations, caterers, and vendors, and conducts site visits.
• Coordinates set up and use of MHS event spaces in accordance with best practices and policy.
• Prepares materials for events (e.g., name tags, displays, PowerPoint presentations, host gifts).
• Oversees catering, audiovisual, and other logistical arrangements. Processes invoices.
• Coordinates event staffing, and prepares staff, speakers, volunteers, and special guests for events.

Other

• Contributes to Institutional Advancement Committee and Advancement staff team meetings.
• Communicates genuine passion for MHS’s mission. Stays current on the history, objectives, programs, and financial needs of MHS.
• Attends in-person MHS events and online programs.
• Other duties as assigned related to constituent engagement.

QUALIFICATIONS

• Associate’s or Bachelor’s degree with some experience in event planning, fundraising, project management, or marketing.
• Ability to prioritize working backwards from a deadline; accomplish tasks in a busy environment.
• Self-motivated problem solver; able to work independently.
• Strong writing and communication skills, and attention to detail.
• Professional, energetic, and positive demeanor; strong customer service skills.
• Generous team player with sense of humor and flexibility to accomplish an ambitious vision in an evolving, fast-paced institution.
• Availability to work occasional weekend and evening events, and drive a car to perform job duties.
• Core skills in Microsoft Office (Excel, Word, PowerPoint), mail merge, and e-communications, and the desire to learn other specialized software.

PREFERRED QUALIFICATIONS

• Knowledge of standards, best practices, and policies in the Advancement field.
• Direct experience with Raiser’s Edge database and/or similar non-profit CRM.
• Direct experience with Mail Chimp and/or similar email marketing platform.

WORKING CONDITIONS & PHYSICAL DEMANDS

Work is performed in an office environment using basic office equipment such as a computer, phone, printer, and copier. Largely performed at a desk, work may require sitting for extended periods, or walking and moving between adjacent offices, as well as occasionally driving to and from offsite locations.

SCHEDULE AND LOCATION

This position is based at MHS’s downtown, Portland, Maine headquarters. A full-time, 35-hour / week exempt position, with a typical schedule of Monday-Friday. Occasional evening and weekend hours are required to support event, staff, and donor needs. The position is eligible for a hybrid work schedule after an orientation and training period. Hybrid work schedules require a minimum of three days per week in-person at MHS offices.

SALARY RANGE AND BENEFITS

$46,000 - $50,000 per year. MHS benefits package includes five weeks paid time off, as well as generous health care, dental, short-term disability, and life insurance. On-site parking in downtown Portland is provided.

DIVERSITY AND INCLUSION

MHS promotes a culture of partnership and inclusivity and seeks talented staff from diverse backgrounds. We are an equal opportunity employer and prohibit discrimination and harassment of any kind based on race, color, age, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

ABOUT MAINE HISTORICAL SOCIETY

Maine Historical Society (MHS) is a private 501(c)3 non-profit whose mission is to preserve and share Maine's story. MHS was founded in 1822—just two years after Maine became a state—and has been collecting, preserving, and promoting research, scholarship, and engagement with Maine history ever since. MHS’s core program areas include the Brown Research Library, the MHS Museum, including the Wadsworth-Longfellow House (1785-6), and the Maine Memory Network (www.mainememory.net). Based in downtown Portland, MHS works closely with communities and partners throughout the state, and serves a statewide audience, visitors to Maine, and people interested in Maine throughout the world.

HOW TO APPLY

Applicants need to submit:

1. Cover letter

2. Resume with contact information

Preferred application method is by email to:

Cindy Murphy, MHS Office Manager, cmurphy@mainehistory.org. If materials are postal mailed, please send to:

Maine Historical Society / Attn: Cindy Murphy / 489 Congress Street, Suite 2 / Portland, ME 04101-3498.

No phone calls, please.

APPLICATION DEADLINE

August 26, 2024, or until the position is filled.