Special Events and Race Manager

3100 W. Central Avenue, Suite 235
Toledo 43606
Salary: salary commensurate with experience
Certifications Desired: Bachelor's degree with three years experience

Contact: Mary J Westphal - info@komennwohio.org
Last Updated: 11/27/2019
Expiration Date: 12/13/2019

Job Description:

Northwest Ohio Affiliate of Susan G. Komen for the Cure

 Job Title:  Special Events/Race Manager

Reports To:    Executive Director


Position Summary:

The Special Events/Race Manager leads and manages all Komen NW Ohio Affiliate events, including Komen NW Ohio Race(s) for the Cure® (and all events associated such as High School Challenge and / post-race appreciations parties), and special events such as the Pink in the Rink, Rockets for the Cure, etc.  This position works closely with other team members to plan and execute the Grants reception, survivor breakfast activities, as well as other special events and activities when applicable.  This position works closely with the Marketing and Communications Manager to ensure inclusive and strong communication strategy.


Job Responsibilities:

  • Organize, plan and lead affiliate special events with a primary responsibility for Komen NW Ohio Race for the Cure® events in Findlay and Toledo. Coordination will include the identification of resource requirements such as large budget management, conducting committee meetings, recruiting and managing volunteers, identifying volunteer needs/supplies, etc.
  • Manages the Race support staff if applicable.
  • Maintain proper documentation for each event, such as letters of agreement, return of affiliate resources after event, receiving payment of promised funds, sponsorship contracts and sponsor expo participation etc.
  • Take the lead in monitoring and ensuring that Nationals guidelines are adhered to for all Race Committees; manage the purchase order and invoice processes for sponsors, vendors and the event management company, including receipt, payment of and the granting of tax-exempt status.
  • Work closely with Race and other event volunteers to complete all necessary tasks.
  • Assists Executive Director with budget preparation as requested.
  • Ensure that all contracts and proper back-up documentation is properly signed in accordance with all Komen rules and regulations, as well as applicable law.
  • Review Sponsorship proposals - ensure that guidelines/benefits and auditing standards are met, including proof of receipt according to Komen guidelines.
  • Develop and manage vendor contracts/relationships and logistic partners to ensure compliance.
  • Prepare and maintain timelines for all events
  • Incorporate educational awareness into all events.
  • Coordinate and oversee Affiliate sponsored events by serving as the main point of contact. Negotiate and maintain contracts; ensure compliance with Komen Headquarters’ guidelines and requirements and applicable laws.
  • Work with Operations Manager to design and maintain a Sponsorship matrix to track new and returning Sponsors including benefits, contact information and payment information.
  • Participate in event-related public speaking opportunities at community events and sponsorship meetings as appropriate.
  • Develop and maintain all event databases including but not limited to registration, survivors, Teams, Sponsorship, etc.
  • Take the lead in preparation of email communication to team captains, corporate messaging, and event-based Facebook efforts
  • Support the Strategic Plan as assigned.
  • Other duties as assigned.



Preferred Qualifications, Knowledge, Skills and Experience

  • Bachelor's degree required. Minimum three years’ experience in managing organization communications and special events. Strong organizational skills to plan, implement, and administer events and programs.
  • Excellent communication skills, including written, verbal and presentation skills
  • Interpersonal skills and ability to work well with a diverse population
  • A high degree of integrity that garners the trust and respect of others
  • A record of planning, supporting growth and working as a team player.
  • Experience in special event planning.
  • Experience in volunteer management.
  • A professional nature able to meet deadlines as well as quickly establishing priorities
  • Organizational skills with thoroughness, timeliness, and detail when working under pressure
  • Strong proofreading skills
  • Proven ability to effectively work with a variety of people from diverse backgrounds, experience, knowledge level, cultures, and communication styles
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint) as well as social media and website management
  • Expected to demonstrate strong personal initiative by getting involved in local PRSA, volunteer or special events association, focusing on continued learning and training in most current communications practices, driven to identify and participate in personal development growth experiences, interested in increased community involvement


Job Requirements: The Manager must maintain the highest level of personal and professional integrity.  A working knowledge of Susan G. Komen for the Cure’s Promise and programs is required, along with a professional level understanding of solicitation methods and fundraising principles. Must be able to lift 15 pounds. Some travel is required as well as evening and weekend work.


Date Approval: November 2019

Approval:  Mary Westphal

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