Special Events Manager

Palm Beach Opera seeks a Special Events Manager who will lead the planning and execution of elegant, mission-driven events that deepen relationships and drive philanthropic engagement. This role is ideal for someone who excels at project management in a fast-paced environment. It requires a highly detail-oriented professional who is equally comfortable building a run-of-show as they are communicating with patrons, working in Excel, managing data in CRM systems, and translating information into actionable insights. The ideal candidate will possess strong creative instincts, a warm personality, and technical precision.

PRIMARY RESPONSIBILITIES

• Plan and execute all special events, including receptions, opening night dinners, a Lunch & Learn series, Board of Directors trips, and a 400-person annual Gala at The Breakers — ensuring that each event reflects the company’s mission and elevates the patron experience.
• Build and manage detailed event budgets, timelines, and run-of-show documents with a high level of accuracy and organization.
• Generate reports and analyze data from CRM platforms to inform event strategy, donor outreach, and fundraising outcomes.
• Coordinate event venues, catering, A/V, and design elements. Negotiate favorable terms while maintaining strong vendor relationships and meeting deadlines.
• Oversee the guest experience from invitation through follow-up, including managing guest lists, RSVPs, seating, and high-touch interactions with donors and sponsors.
• Collaborate closely with the development, marketing, and artistic teams on the creation of event materials and communications.
• Maintain and update patron and event records within CRM systems and company files, ensuring data integrity and accurate tracking of attendance, giving, and engagement.
• Lead post-event reporting and evaluation, translating data into clear insights and recommendations for future improvements.
• Serve as an enthusiastic ambassador for Palm Beach Opera at all events.
• Represent Palm Beach Opera’s mission and values with integrity, warmth, and professionalism in all external communications.

Qualifications and Requirements

• 3+ years of experience in event planning, fundraising, or a similar role with strong technical and creative responsibilities, preferably in a nonprofit or arts environment.
• Advanced proficiency in Microsoft Excel, including the ability to manage complex spreadsheets, budgets, and data tracking with precision.
• Experience working in CRM databases such as Tessitura or similar, with a clear understanding of data integrity and reporting.
• Exceptional organizational skills and attention to detail, especially in managing multiple projects simultaneously.
• Strong communication skills and a collaborative spirit with the ability to work independently and cross-functionally across the organization.
• A proactive, solutions-oriented mindset with the ability to troubleshoot under pressure.
• Experience creating polished, visually appealing materials. Familiarity with Canva or similar tools is preferred but not required.
• A high level of professionalism and discretion when working with donor information.
• Flexibility to work evenings and weekends as needed for events.

This job description is not necessarily an exhaustive list of all responsibilities, duties, skills, requirements, or working conditions associated with the job.  While this listing is intended to be an accurate reflection of the current job, the company reserves the right to revise the job or to require that other or different tasks be performed or assigned.

Submit a resume and cover letter in PDF format highlighting your relevant experience and interest in Palm Beach Opera to pboHR@pbopera.org. Please address materials to Clarissa Stoney, Director of Development.