Special Events Manager, Development

The Organization

The Gilder Lehrman Institute of American History (GLI) is the nation’s leading American history organization dedicated to K–12 education. The Institute’s mission is to promote the knowledge and understanding of American history through educational programs and resources. Since its founding in 1994, GLI has created powerful and meaningful ways to teach and learn history. Focusing on primary sources, the Institute offers teacher seminars, online courses, exhibitions, digital materials, and print publications that enable students of all ages and backgrounds to study the nation’s past.

The Institute brings the work of today’s leading historians into classrooms and homes worldwide. Through public events, publications, posters, videos, exhibitions, essays, and a dedicated website rich in primary sources, GLI brings every period of American history to life. Diverse education programs, including the acclaimed Hamilton Education Program, provide opportunities to explore five centuries of American history. The Gilder Lehrman Affiliate School network comprises more than 12.6 million students and 97,000 educators from more than 35,000 schools worldwide.

The Role

Are you an events maven who loves running both VIP and large-scale events from start to finish? Interested in fueling the impact of a mission-driven organization? Excited by the idea of helping to inspire civic participation at this critical moment for American democracy? GLI’s Development team is looking for you!

We are currently seeking a Special Events Manager, reporting to the Director of Development, to lead and continue to evolve our dynamic calendar of events. The right candidate will have exceptional project management, collaboration, and communication skills, and take pride in impeccable attention to detail. GLI’s key events include

• The GLI Annual Gala, our largest fundraising event of the year (held in May), draws approximately 300 people including business, civic, and philanthropic leaders, as well as renowned scholars and historians. Our 2024 honorees were Dr. Annette Gordon-Reed, Ruth & Sid Lapidus, and Bill & Lia Poorvu.
• Hamilton VIP events, which include two types of events: our Hamilton matinee events and our student forums. Held six times per year, the matinee event brings together VIPs to learn about our Hamilton Education Program over a lunch followed by attending a matinee with more than 1,000 students from Title I–eligible schools across the New York City area who are participating in our yearlong program. At the student forum, hosted in public schools, students perform their original pieces inspired by the Broadway musical for the cast’s feedback and participate in a discussion with touring cast members about history and civic engagement. Investors often join to witness our program’s impact on students, and we attach a lunch or reception to the event.
• The National History Teacher of the Year celebration, honoring an exceptional American history K–12 teacher and celebrating the profound impact that educators have in the civic lives of their students. Past award presenters include former First Lady Laura Bush, Good Morning America’s Robin Roberts, and former New York City mayor Michael Bloomberg.
• Book Prize ceremonies (e.g., the Frederick Douglass Book Prize and the Lincoln Prize), which serve as donor cultivation activities by providing access to esteemed historians engaging in dialogue about their award-winning scholarship on pivotal topics.

Additionally, throughout the year, GLI hosts smaller cultivation events, such as private cocktail receptions and dinners, that help broaden awareness of our work among potential investors.

The Special Events Manager will be joining GLI at a dynamic time as we continue to enhance and expand our nonpartisan K–12 and public programming in response to the urgent needs of the moment.

This role will be based in New York City, and currently requires working in person at least one day per week in GLI’s midtown office.

Position Overview

The Special Events Manager will manage all aspects of VIP engagement events from annual planning to the production of each individual event. This position will also work closely with the Director of Development and Associate Director of Development to build a strategy for enriching GLI’s special events to deepen the engagement of donors, prospects, our Board of Trustees, and other key stakeholders toward the goal of growing our revenue base. The Special Events Manager will be encouraged to bring a fresh perspective to how we “wow” our audiences through the way we tell our story and showcase our impact as part of our events. Additionally, the Manager will help develop new strategies for how we recruit event sponsors/underwriters and how we cultivate event attendees to become supporters. The Manager has the support of our Development Coordinator, who plays an active role in running many of our events.

Responsibilities

• Managing the production of events through the use of strong project plans and workflow tools to set, assign, track, and advance critical tasks from event kickoff to completion
• For the annual gala, collaborating with and helping to manage an external consultant who supports select aspects of gala event planning, invitations and guest outreach, and other logistics
• Collaborating with the Development Director and President to create run-of-show outlines that elevate the voice of the students and teachers we serve and the historians they learn from
• Recruiting and, as relevant, preparing teachers and students who are part of event programs
• Developing and leading thoughtful, strategic meeting agendas with the Development Director, President, and other collaborators to efficiently advance event planning goals
• Working with the Marketing team to plan and ensure execution of an overall communications plan for each event; working with this team, and with outside vendors, to create compelling video and print assets to support event goals
• Managing event invitations and RSVP tracking, working with the Director of Development on guest lists, and liaising with our IT and Marketing teams and external designers and mail houses as relevant
• Evaluating and securing event space and related vendors; working with venues, A/V teams, and others to ensure a seamless attendee experience for each event
• Serving as the day-of-event point person for venues, vendors, GLI staff, and other event participants; recruiting and preparing staff volunteers for each event
• Managing budgets, tracking event expenses, and working with the Finance team to ensure payments are processed on time
• Streamlining and strengthening event workflow by proactively seeking opportunities to create/refine systems that support effective management and memorialize best practices for future event cycles

Qualifications

• Bachelor’s degree
• Commitment to GLI’s mission and enthusiasm for communicating the mission to external audiences
• At least two years of prior fundraising experience preferred, though candidates with other compelling experience related to the role and/or GLI’s mission will be considered
• Outstanding organizational skills and attention to detail
• Ability to prioritize and manage overlapping projects while remaining focused on quality in a fast-paced and goal-oriented environment
• Ability to “think on your feet,” provide direction and assistance, anticipating problems and developing solutions
• Outstanding written and verbal communication skills
• Ability to collaborate and communicate effectively as well as operate independently
• Team-oriented with a desire to participate in creating a strong team culture
• Proficiency with Microsoft Office and Google Suite applications
• Familiarity with Salesforce a plus
• Must be able to manage events after traditional business hours