Events Manager

Yellowstone Club is paradise in Montana. A private residential community in Big Sky Montana Yellowstone Club offers its members the worlds only private ski and golf community. With fabulous skiing and snowboarding and the most gorgeous spring and summer weather to enjoy the 18-hole golf course rivers hiking biking and more our Members love being a part of this exceptional community. Our employees make the Yellowstone Club experience come alive. If you would love being a part of the Montana charm and providing the highest level of guest service ensuring no detail is too small to overlook and being a part of creating experiences then Yellowstone Club is looking for you.

Purpose

The purpose of the Events Manager is to lead the planning and execution of Yellowstone Club Community Foundation events and experiences that advance the Foundations mission strengthen donor and member relationships and deepen connections between the Yellowstone Club community and the greater Big Sky community.

YCCF events range from intimate donor stewardship gatherings and educational experiences to fundraising events and large-scale signature programs. The Events Manager is responsible for ensuring each event is thoughtfully planned exceptionally executed and aligned with the Foundations goals around philanthropy fundraising stewardship education engagement and community impact.

This position serves as the Foundations primary liaison with the Yellowstone Club Events team and works closely with departments across the Club to deliver seamless high-touch experiences reflective of both YCCFs mission and Yellowstone Clubs standards of service and hospitality.

Major Responsibilities

• Lead the planning coordination execution and evaluation of YCCFs year-round portfolio of donor stewardship fundraising educational member engagement nonprofit partner and signature events.
• Ensure each event has a clear purpose and supports the Foundations broader goals related to philanthropy donor stewardship fundraising education member engagement and community impact.
• Provide an exceptional high-touch experience for Yellowstone Club members donors nonprofit partners and guests maintaining outstanding standards of hospitality and professionalism at all times.
• Serve as YCCFs primary liaison with the Yellowstone Club Events team coordinating calendars venues resources staffing and event logistics.
• Build and maintain strong working relationships with Yellowstone Club departments Foundation staff vendors nonprofit partners and other stakeholders involved in Foundation events.
• Manage event budgets vendor relationships timelines logistics and event-specific communications from concept through completion.
• Maintain the highest level of discretion and confidentiality when working with Yellowstone Club members donors guest information and philanthropic relationships.
• Develop a strong understanding of YCCFs mission programs nonprofit partners impact areas fundraising priorities and donor programs in order to authentically represent the Foundation and understand the purpose behind each event.
• Anticipate needs identify potential challenges and proactively develop solutions to ensure Foundation events are seamless thoughtful and professionally executed.

Essential Job Functions

To perform this job successfully an individual must be able to perform each essential job function satisfactorily. The requirements listed below are representative of the knowledge skills and/or abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Event Planning & Execution

• Manage Foundation events from initial concept through post-event wrap-up ensuring a seamless and polished experience for members donors nonprofit partners and guests.
• Partner with the Associate Director of Donor Relations and Foundation leadership to establish event goals audiences budgets and desired outcomes.
• Develop and maintain comprehensive event plans timelines run-of-show documents production schedules staffing plans and event checklists.
• Coordinate all event logistics including venues food and beverage entertainment transportation rentals décor audiovisual needs signage registration and other event-specific details.
• Source negotiate with and manage outside vendors and partners including caterers rental companies entertainment audiovisual providers transportation providers and other event vendors.
• Communicate event plans responsibilities expectations deadlines and changes clearly and proactively to all involved parties.
• Lead on-site event execution including setup vendor coordination staff assignments guest experience troubleshooting and breakdown.
• Anticipate potential challenges and develop contingency plans to ensure events remain seamless when circumstances change.
• Conduct post-event debriefs and evaluate attendance guest experience budget performance and opportunities for improvement.

Event Budget Management

• Manage individual event budgets in partnership with the Associate Director of Donor Relations and Foundation leadership.
• Track event expenses invoices contracts and financial commitments against approved budgets.
• Provide regular event budget updates and accurate post-event financial summaries.
• Coordinate with Foundation and Yellowstone Club accounting teams to ensure invoices and event expenses are processed and allocated accurately and in a timely manner.
• Identify opportunities to maximize Foundation resources and manage costs without compromising the quality of the donor or member experience.

Event Communications & Guest Management

• Develop and execute event-specific communication plans to drive awareness attendance and engagement among Yellowstone Club members and other invited audiences in conjunction with the Nest Collective.
• Draft and coordinate event invitations save-the-dates registration communications reminders confirmations and other event-related donor and member correspondence in conjunction with the Nest Collective.
• Manage YCCFs event presence in the weekly Yellowstone Club Gazette ensuring upcoming Foundation events and engagement opportunities are represented accurately thoughtfully and on time.
• Coordinate event collateral and guest-facing materials including signage programs menus name tags seating materials and other event needs.
• Maintain accurate event guest lists registration information RSVPs dietary restrictions seating assignments and other attendee details.
• Ensure event messaging reflects YCCFs mission and helps attendees understand the purpose and community impact behind Foundation experiences.

Yellowstone Club & Cross-Department Collaboration

• Serve as the Foundations primary liaison with the Yellowstone Club Events team.
• Meet regularly with the YC Events team to coordinate upcoming events calendars venues production needs staffing and shared resources.
• Partner with Yellowstone Club departments including Events Food & Beverage Outdoor Pursuits Membership Transportation Security Facilities Accounting and other teams as needed to successfully execute Foundation events.
• Understand and navigate Yellowstone Club processes timelines service standards and operational requirements.
• Maintain favorable and collaborative working relationships with Foundation and Yellowstone Club employees to foster a positive and productive working environment.
• Represent YCCF professionally and collaboratively with Club employees members donors vendors nonprofit partners and community stakeholders.

Donor Stewardship & Philanthropic Engagement

• Partner closely with the Associate Director of Donor Relations to create event experiences that strengthen relationships with YCCF donors and deepen their engagement with the Foundation.
• Understand the purpose audience and stewardship goals behind donor events and incorporate thoughtful details that create meaningful and personal experiences.
• Support donor recognition and stewardship elements associated with fundraising events sponsorships donor programs and Foundation initiatives.
• Maintain appropriate discretion and confidentiality when working with donor information giving information member preferences and philanthropic relationships.
• Develop familiarity with YCCFs donor programs and fundraising priorities in order to appropriately support and represent the Foundation during donor-facing events.
• Proactively identify opportunities for YCCF events to strengthen connections between Yellowstone Club members the Foundation nonprofit partners and the greater Big Sky community.

Other Duties and Responsibilities

• Ensure Foundation events reflect YCCFs mission values hospitality standards and commitment to the greater Big Sky community.
• Be accessible and responsive to members donors guests vendors nonprofit partners and Yellowstone Club departments before and during events.
• Maintain organized event files contracts budgets timelines guest lists and historical event information.
• Maintain a comprehensive and up-to-date Foundation event calendar.
• Participate in Foundation staff meetings planning sessions and event debriefs as requested.
• Interface with Yellowstone Club departments and Foundation staff to achieve event and organizational goals.
• Maintain a high level of professionalism discretion responsiveness and attention to detail in all interactions.
• Remain calm flexible and solutions-oriented in fast-paced environments and when circumstances change unexpectedly.
• Perform all duties and responsibilities in a timely and efficient manner in accordance with established Foundation and Club policies procedures and standards of service.
• Meet departmental productivity organization punctuality/attendance and consistency standards.
• Maintain a positive collaborative and respectful attitude.
• Treat members donors guests nonprofit partners vendors and co-workers with professionalism and respect at all times.
• Maintain the privacy and confidentiality of Yellowstone Club members and YCCF donors at all times.
• Communicate regularly and effectively with Foundation staff Yellowstone Club departments supervisors managers and directors.
• Perform work in a safe and high-quality manner.
• Project a favorable image of Yellowstone Club and Yellowstone Club Community Foundation to members donors guests nonprofit partners and the community at all times.
• Must be able to work flexible hours and schedules including evenings weekends and occasional holidays. Long hours may be required based on event and business demands.
• Nothing in this job description restricts managements right to assign or reassign duties work hours and/or responsibilities for this job at any time.

Disclaimer

This job description is only a summary of the typical functions of this position and should not serve as an exhaustive or comprehensive list of all possible duties tasks and responsibilities performed by people assigned to this classification. All personnel may be required to perform duties outside of their normal responsibilities from time to time as needed.

Experience/Education Required

• Bachelors degree in hospitality event management nonprofit management business or a related field and/or equivalent professional experience.
• Three or more years of professional experience in event planning and management required. Experience within a nonprofit hospitality luxury resort private club membership-based organization or similarly high-touch environment strongly preferred.
• Demonstrated experience independently managing multiple events simultaneously ranging from intimate gatherings to complex large-scale programs.
• Experience working with high-net-worth individuals donors members or VIP guests preferred with an understanding of the discretion responsiveness professionalism and attention to detail required in a high-touch environment.
• Strong project management vendor management negotiation budgeting and relationship-building experience required.

Certificates & Licenses

Valid State Drivers License.

Computer Skills

• Intermediate to advanced knowledge of Microsoft Office products.
• Experience with event management registration project management or CRM platforms preferred.
• Ability to quickly learn and master new software and technology platforms.

Language Ability

• Excellent written and verbal communication skills. Able to communicate clearly thoughtfully and professionally with Yellowstone Club members donors guests nonprofit partners vendors co-workers and other Yellowstone Club departments.
• Ability to draft clear and polished event-related communications and guest-facing materials.

Math Ability

Able to perform intermediate math calculations and accurately develop track reconcile and report on event budgets and expenses.

Reasoning Ability

• Ability to independently solve basic to complex event and business problems exercise sound judgment prioritize competing demands anticipate needs and determine when leadership involvement is necessary.
• Must demonstrate the ability to remain calm and solutions-oriented while responding quickly to unexpected changes or challenges.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Work for this position is usually performed in a climate-controlled environment. However the employee may be required to work outside in extreme heat cold rain wind snow or inclement weather as the demands of the position so dictate.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is occasionally required to walk and work with hands and arms and lift up to 20 pounds. The employee is frequently required to talk and/or hear. The employee is constantly required to use their vision to perform an activity such as but not limited to: preparing and analyzing data and figures viewing a computer terminal extensive reading and determining the accuracy neatness attention to detail and thoroughness of the work assigned. The employee is constantly required to sit sometimes for several hours at a time and use their hands and fingers to operate a computer.

Pay

Salaried position at $81000/annually plus eligible for discretionary end-of-season bonuses.

Yellowstone Club offers great benefits including:

• Free transportation to and from Bozeman
• Medical Dental Vision Insurance
• Paid Time Off
• Complimentary shift meals
• 401k eligibility and bi-weekly match
• Access to onsite fitness center 24/7
• Discounted Employee Housing in Big Sky or Gallatin Gateway
• Discounts to over 1000 retailers through ADP LifeMart and Expert Voice
• End of season Employee Appreciation Day and retail sale
• Access to Employee Store in Bozeman
• Two employee ski days at the Yellowstone Club each month
• Discounted Ski Pass to either Big Sky Resort or Bridger Bowl

For more information about the Club visit .

To apply please visit and click on YC Careers at the bottom of the homepage.

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