Position: Development Project Manager

PT/FT: Full-time

Hourly/Salary: Salary

Employment Period: Year-Round

Exempt/Non-Exempt: Exempt

Reports to: Director of Development

Last Updated: May 23, 2025

Salary: $48,500.00 to $52,000.00

Function

The Project Manager provides critical support to the Development Department in managing their schedule and communications with key executives in their company and externally. They prioritize emails and phone calls and arrange meetings and business events.

They also manage the execution and logistics of fundraising events. This position is responsible for completing a multitude of varied tasks in a timely and accurate manner, aiding in the successful achievement of The Phoenix Theatre Company’s annual theatre trip(s), the Applause! Gala, as well as all Development-initiated cultivation, sponsorship, and prospecting events. This person will act as integral support for the Director of Development, and as a collaborative member of the Phoenix Theatre Company community. They will be responsible for driving and managing development funds within their role, determining priorities, anticipating the next steps to move processes forward, and aiding the Director of Development in using his/her time appropriately to meet the goals of the organization. They must be familiar with The Phoenix Theatre Company products and programs and be a resource for donors and patrons as needed. Extraordinary attention to detail, track record in planning and hosting events for high-net-worth individuals, excellent verbal and written communications, willingness to work hard, and quick action under pressure are requisites for success in this position.

Organizational Relationships

• Reports to the Director of Development (DOD).
• Works closely with the Associate Director of Community Engagement, Director of Patron Experience and the Patron Experience team, Patron Advancement Manager, and the Patron Advancement team as well as other departments like Marketing and Front of House as necessary to facilitate support for the Development Director and department.

Essential Duties and Responsibilities

• Schedules meetings, arranges appointments, manages the Development team’s calendar, prepares communications, makes travel arrangements, creates and files important documents and spreadsheets, and performs other essential tasks as needed.
• Works with the Marketing team to review and execute all materials and promotional steps needed to advertise and promote Development events, including sponsorship events, the annual Applause! Gala, Broadway Bound, and other fundraising-related events.
• Creates and schedules the distribution of post-event communication to patrons from the DOD, including “thank you” letters, promotional, and feedback surveys to solidify and deepen
• Assist Advocate Patron Concierge Manager with Board Meeting prep and update report cards based on Development engagement.
• Regularly monitors TPTC development website pages to ensure accuracy, proper information, description, and data around events; submits updates/changes to the Marketing department when needed and ensures completion.
• Communicates around donor event guest lists and registration with DOD and senior leadership.
• Schedules and executes set-up/break down all Development events including benefit parties, meetings, stewardship, and prospecting events. Enlists and schedules volunteers as needed.
• Manages and secures revenue through the “Spotlight Sponsorship” program by assisting in the identification and acquisition of sponsors, stewarding existing sponsorship relationships, and ensuring the fulfillment of sponsorship deliverables and recognition agreements.
• Works with Marketing team to create surveys to garner feedback, in addition to donor stories and personal testimony for use in fundraising efforts, as requested for specific campaigns/initiatives.
• Tracks event and project budgets, manages expenditures, and reports on financial outcomes. Tracks fundraising goals and outcomes in collaboration with the Director of Development and contributes to campaign strategies and cultivation.
• Serves as the point of contact for vendors and partners as those relationships pertain to Development-related events, specifically the Applause! Gala and Broadway Bound, including researching vendors, making calls, negotiating prices, and recruiting volunteers. Includes DOD in final walkthroughs and pertinent decision making.
• Oversees all logistical elements surrounding The Phoenix Theatre Company’s annual theatre trip(s) to New York City, and biennial international trips (London, Edinburgh, etc.) including travel, activities, show bookings, transportation, and patron info. They attend and ops manage the trip annually.
• Manages all aspects of the Applause! Gala, including event planning, budgeting, logistics, and coordination with vendors, marketing, and production teams. This responsibility also includes the recruiting and organization of volunteers and ensuring a quality and successful experience for the attendees and staff. Full day of event management is also required for this event.
  
  

Methods of Accountability

Methods of Accountability are determined by the duties and responsibilities outlined above along with the following:

• Frequent real-time feedback from the Director of Development
• Quarterly Performance Reviews provided by the Director of Development
• A right to Progressive Discipline as outlined in the Employee Handbook if deemed necessary
• Completing projects according to deadlines
• Achieving financial goals around events and sponsorships and coming in on or below budget.

Minimum Qualifications

• 4-5 years of project management and/or executive assistant experience
• Demonstrated knowledge of Excel and Word, as well as Outlook
• Excellent creative writing, editing, and verbal communications skills
• Strong planning skills, including the ability to anticipate tasks, set priorities, and function smoothly under strict deadlines
• Highly motivated and energetic, ability to show initiative and work independently
• Excellent attention to detail, rock solid follow-through, and commitment to a high level of customer service
• Understanding of professional communications and candor when dealing with major donors
• Outgoing personality and ability to initiate and enjoy direct communication with vendors, donors and potential donors
• Ability to exercise discretion with confidential information
• This position must have the flexibility to travel and attend performances, events, and receptions – evening and weekend work will be a standard component of the role
• Ability to build strong relationships in an environment of collaboration

• Ability to work well with all levels of internal management and staff, as well as outside clients and vendors, and keep a calm and collected composure
• Adaptable to a growing, fast-paced, diverse culture with the ability to change course quickly and confidently

Preferred Qualifications

• Executive assistance, special event planning and execution, customer relations and fundraising, and project management
• Experience with Tessitura database and constituency management helpful
• Experience with a theatre or arts organization and knowledge of the philanthropic community

Standard of Performance

Standard of performance is based on the duties and responsibilities of the position, as well as the mission, vision, and goals of The Phoenix Theatre Company.

Physical / Mental Demands & Working Conditions

• General office and theatrical work environment with some work-from-home ability
• Some evenings and weekends are required; some travel is required
• Physical set up and breakdown of tables, chairs, furniture, and elements of cleaning up around events including trash removal and staging are required.