Manager of Special Events and Development Communications

The American Academy in Rome is a leading American overseas center for independent study and advanced research in the arts and humanities. Each year, the Academy awards the Rome Prize to approximately 30 artists and scholars, fostering a dynamic, transdisciplinary residential community on its eleven-acre campus on the Janiculum Hill. The Academy's community includes invited Residents and Visiting Artists and Scholars, totaling approximately 100 individuals at any given time.

About the role

The Manager of Special Events and Development Communications, based in New York, is responsible for planning and executing a portfolio of fundraising and cultivation events that deepen engagement among trustees, benefactors, major donors, prospects, and other supporters. This role serves as the primary coordinator of donor-facing events and development communications originating from the organization’s New York office. The Manager will lead the planning and execution of the Academy’s signature events, including the New York black-tie gala, alumni events, donor salons, trustee gatherings, and other cultivation and stewardship activities.

Responsibilities

• Develop and implement a comprehensive annual calendar of fundraising, cultivation, stewardship, and recognition events.
• Serve as the lead planner and project manager for all New York-based (and other U.S.-based) donor and trustee events.
• Create event strategies that support fundraising goals, major gift cultivation, donor retention, and institutional visibility.
• Establish event objectives, budgets, timelines, and performance measures.
• Evaluate event outcomes and provide recommendations to strengthen future engagement opportunities.
• Lead all aspects of planning and execution for the Academy’s annual New York gala, including event concepts, themes, budgets, timelines, and sponsorship opportunities.
• Coordinate venue selection, catering, production, décor, entertainment, guest experience, and event logistics.
• Work closely with trustee co-chairs, event leadership committees, and senior staff to maximize attendance, sponsorships, and philanthropic support.
• Oversee invitation strategy, guest management, seating plans, and high-level donor hospitality.
• Manage event communications, recognition materials, and post-event follow-up and stewardship activities.
• Organize the annual Trustees Emeriti Luncheon and develop other exclusive donor experiences that deepen relationships and encourage increased philanthropic participation.
• Coordinate educational programs, receptions, private briefings, and special events featuring distinguished guests at various venues.
• Manage all New York-based programming for trustees, benefactors, major donors, and prospective supporters.
• Develop cultivation opportunities that connect donors with Academy leadership, programming, and strategic initiatives.
• Support trustees and volunteer leaders in hosting, attending, and participating in donor events.
• Prepare event briefings and cultivation materials for executives, trustees, and volunteer leadership.
• Develop and implement a strategic U.S./NYC-focused communications plan for donors, trustees, and prospects in coordination with the Communications team.
• Create and manage U.S.-based event invitations, stewardship reports, impact updates, and cultivation materials.
• Collaborate with communications and marketing colleagues to ensure consistent institutional messaging and branding.
• Draft speeches, talking points, donor correspondence, event remarks, and acknowledgement materials for senior leadership and trustees.
• Provide exceptional stewardship experiences for donors and event attendees, including personalized recognition and follow-up communications.
• Partner with Development leadership to align events and communications with donor cultivation strategies.
• Develop and manage event budgets and vendor contracts, coordinating with Finance as needed.
• Negotiate with venues, caterers, production teams, and other service providers.
• Monitor expenditures and provide financial reporting related to events and communications activities.
• Maintain event records, attendance data, and performance metrics.
• Collaborate with advancement colleagues to integrate events and communications into broader fundraising strategies.
• Support special projects and strategic initiatives as assigned.

Qualifications

• Bachelor’s degree required.
• Minimum of 5–7 years of experience in special events, development, fundraising, communications, or related nonprofit leadership roles.
• Demonstrated success in planning complex, high-profile fundraising and donor cultivation events.
• Experience working with major donors, trustees, volunteers, and senior executives.
• Strong writing and editing skills with experience producing donor-focused communications.
• Experience managing event budgets, contracts, and vendor relationships.
• Knowledge of fundraising principles, donor stewardship, and major gift cultivation.
• Experience with CRM and event management platforms.
• Exceptional project management and organizational skills with the ability to oversee multiple initiatives simultaneously.
• Strong interpersonal, communication, and diplomatic skills, along with a sense of humor.
• Flexibility to participate in calls during off-hours to accommodate colleagues in Rome and work some evenings and weekends as required by events and donor activities.
• Enthusiasm for the Academy’s legacy and mission.

Candidate Profile

The ideal candidate will be an exceptional relationship-builder who combines creativity, attention to detail, and flawless execution. They will possess the confidence to work effectively with trustees, philanthropists, public figures, and senior leaders while maintaining a warm, donor-centered approach. They will be highly organized, collaborative, resourceful, and committed to creating memorable experiences that inspire lasting philanthropic support.

Pay

Compensation: $80,000-$90,000. Salary is based on a range of factors that include relevant experience, knowledge, skills, and other job-related qualifications.

Schedule

Based in the Chelsea offices, New York. The hybrid work model allows employees to optionally work from home on Mondays and Fridays.