Events Manager

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 Foundation's 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 Foundation's goals around philanthropy, fundraising, stewardship, education, engagement, and community impact.

This position serves as the Foundation's 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 YCCF's mission and Yellowstone Club's standards of service and hospitality.

Major Responsibilities

• Lead the planning, coordination, execution, and evaluation of YCCF's 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 Foundation's 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 YCCF's 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 YCCF's 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 YCCF's 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 YCCF's mission and helps attendees understand the purpose and community impact behind Foundation experiences.

Yellowstone Club & Cross-Department Collaboration

• Serve as the Foundation's 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 YCCF's 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 YCCF's 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 management's 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

• Bachelor's 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 Driver's 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<