Special Events Planner Jobs in Texas (NOW HIRING)

General Description: The primary objective of this position is to partner with the Director of Philanthropy to provide logistical planning and operational management for special events. This individual coordinates all logistics for the San Antonio Food Bank's signature events and other assigned events, including vendor management, contract coordination, expense tracking, and event execution. The Special Events Manager works closely with internal teams and external partners to manage timelines, oversee event logistics, and ensure events are delivered efficiently and within budget. This role requires impeccable time management and the ability to maintain positive and productive working relationships with both internal staff and external partners, including vendors, sponsors, and community stakeholders. This position may also support other philanthropy initiatives as assigned, including tours and presentations, food and fund drives, cause-related marketing, third-party events, and other special projects.

Essential Functions:

• Responsible for the planning, logistics, budgeting, and execution of the San Antonio Food Bank's signature events, including but not limited to Harvest of Hope Brunch & Silent Auction, Turkey Trot 5K Run/Walk, Doing Good on the Green Golf Tournament, Taste of the Dominion, and other events as assigned.
• Manage vendor relationships, contracts, timelines, and event logistics to ensure successful event execution while maintaining accurate documentation of event-related expenses and budgets.
• Demonstrate impeccable time management, strong organization, attention to detail, and the ability to maintain positive working relationships with internal staff, vendors, sponsors, and community partners.
• Support Committee Chairs and the Director of Philanthropy by preparing materials for committee meetings, including slide decks, timelines, budgets, and providing logistical coordination for Board Special Events Committees and related event subcommittees.
• Maintain accurate and timely records in the San Antonio Food Bank's Salesforce database, including event-related activities, tasks, and documentation.
• Work with the Director of Philanthropy to coordinate San Antonio Food Bank staff and volunteer support to ensure the successful implementation of fundraising and community engagement events.
• Support additional philanthropy initiatives as needed, including food and fund drives, third-party events, cause-related marketing campaigns, tours, presentations, and other approved special promotions.
• Represent the San Antonio Food Bank at community functions and events as appropriate.
• Establish and maintain a work environment that supports collaboration, professionalism, creativity, and teamwork.
• Comply with all San Antonio Food Bank personnel policies and perform additional duties as assigned.

Qualifications:

• Bachelor's degree in event management, nonprofit management, marketing, communications, or a related field; or an equivalent combination of education and professional experience.
• Minimum of 2 years of experience in event planning, logistics coordination, nonprofit development operations, or related work.
• Strong written and verbal communication skills.
• Impeccable time management, organizational, and project management skills with the ability to manage multiple priorities, events, and deadlines.
• Experience managing event logistics, vendor coordination, and event budgets or expense tracking.
• Proficiency in computer applications including Microsoft Office (Word, Excel, PowerPoint) and database/CRM systems; Salesforce experience preferred.
• Ability to build and maintain positive working relationships with internal teams, vendors, sponsors, and community partners.
• Ability to work independently with minimal supervision while maintaining strong collaboration with team members.
• Strong attention to detail and commitment to accuracy.
• Ability to work cooperatively with Food Bank staff, volunteers, community partners, and vendors.
• Ability to maintain professionalism, discretion, and sound judgment in a variety of situations.
• Ability to supervise volunteers or temporary event staff and delegate tasks appropriately.
• Ability to work evenings and weekends as required by event schedules.
• Possess a valid Texas driver's license, insurance, and a clean driving record.
• Personal vehicle is required

Physical Demands

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is constantly required to sit, talk, hear, keyboard, and utilize fine manipulation and near visual acuity. The employee is occasionally required to walk, utilize gross manipulation, push, pull, reach, and stoop. The employee must occasionally lift, and/or move up to 25 pounds.

Work Environment

This job is performed in an indoor office environment and occasionally may require attendance at outdoor events. You may be required to drive to different locations with varying conditions. The noise level in the work environment is usually moderate.

The above statements are intended to describe the general nature and levels of work to be performed and are not intended to be an exhaustive list of all responsibilities and duties.