Admin and Event Coordinator

Minnesota Zoo Foundation•Eagan, MN

4d•Hybrid

About The Position

The Admin and Event Coordinator provides administrative and event support across departments at the Minnesota Zoo Foundation. The role supports donor and sponsor cultivation and stewardship by coordinating scheduling, internal logistics, and event-day needs so fundraising and event staff can focus on relationship management. The coordinator shares administrative responsibilities with Operations staff and regularly supports the Annual Giving, Major Gifts, and Institutional Giving teams, including after-hours and weekend events, donor visits, and onsite activations. This is a full-time, non-exempt position reporting to the Chief Operating Officer. It is hybrid, with onsite work at the Minnesota Zoo or Foundation offices at least four days per week. The position is scheduled for 40 hours per week, with the exact schedule determined in advance. Work responsibilities and schedules vary with seasonal activities, events, fundraising needs, and organizational priorities. Semi-regular evening and weekend work is required.

Requirements

At least 1 year of experience in a professional office setting with administrative responsibilities.
At least 1 year of demonstrated experience managing complex calendars across an organization, including for executives, fundraisers, or sales executives, or booking multiple spaces in a venue.
At least 1 year of proficiency in Microsoft Office Suite, including Outlook, Teams, Excel, Word, and PowerPoint.
At least 1 year of experience working in a nonprofit organization or in a public-facing role.
Strong attention to detail and ability to multitask and prioritize.
Demonstrated experience handling confidential and sensitive information.
Excellent written and oral communication skills, including appropriate interaction with donors and the general public by email, phone, and in person.
Valid driver’s license, safe driving record, and at least 1 year of driving experience for travel to offsite meetings or other responsibilities.
Ability to pass required background checks.
High school diploma or GED.
Collaborative approach and ability to work with diverse individuals within the organization and in the community.
Experience, ability, and commitment to working with individuals and teams across differences including race, gender identity, sexual orientation, religion, ability, age, class, and immigrant status.
Ability to clearly represent and present the Minnesota Zoo Foundation’s mission and vision.
Ability to work independently and proactively while keeping the supervisor informed of issues, opportunities, and progress.
Ability to work collaboratively and effectively with colleagues across multiple departments and divisions.
Strong organizational skills, including prioritizing and managing multiple deadlines.
High integrity, ethical decision-making, and commitment to confidentiality.
Ability to plan and manage independent travel and work occasional evenings and weekends.
Ability to perform essential duties with or without reasonable accommodation.
Ability to navigate Zoo premises and accompany donors and prospects on tours in variable indoor and outdoor weather conditions.
Ability to exert up to 40 pounds of force occasionally, up to 20 pounds frequently, and negligible force constantly to move objects, including lifting objects to shoulder level.
Ability to use a computer and phone, with frequent hand use for data entry, keystrokes, and simple grasping.
Ability to work in moderate office noise and moderate-to-loud indoor or outdoor event noise, with occasional exposure to campus weather conditions.

Nice To Haves

At least 3 years of experience working in a nonprofit organization, preferably in fundraising operations.
At least 2 years of experience working in a donor database; Tessitura preferred.
At least 2 years of experience in a professional office setting with administrative responsibilities.
At least 2 years of demonstrated experience managing complex calendars across an organization, including for executives, fundraisers, or sales executives, or booking multiple spaces in a venue.
At least 2 years of proficiency in Microsoft Office Suite, including Outlook, Teams, Excel, Word, and PowerPoint.
Project management experience or demonstrated experience overseeing complex processes and procedures.
Detail-oriented approach with a track record of successful project management.
Associate’s or bachelor’s degree.
Professional certifications, coursework, or relevant professional experience.

Responsibilities

Schedule donor, prospect, and partner meetings; book spaces; confirm schedules; arrange catering and room and technology setup; prepare collateral; and coordinate with relationship managers on other preparations and communications.
Coordinate behind-the-scenes experiences and tours with animal care, operations, and other Zoo departments, including requests, confirmations, and day-of hosting with relationship managers.
Support the planning and execution of donor cultivation, stewardship, and recognition events in collaboration with the Events Manager.
Schedule, track, and follow up on event-planning meetings.
Manage event-day logistics, including setup and teardown, check-in, vendor, staff, and volunteer coordination, signage, and guest needs.
Track event RSVPs and guest lists, prepare name badges, and enter post-event attendance in the donor CRM.
Coordinate corporate sponsor activations, including scheduling, Zoo department approvals, and site logistics.
Serve as the onsite day-of contact for sponsor teams, coordinating arrival, setup, placement, and wrap-up.
Document sponsor activation deliverables and day-of notes for debriefing with the Foundation team.
Provide administrative support to the Executive Director and COO, including scheduling, creating presentations, and organizing meeting documents.
Draft accurate and timely meeting minutes and track follow-up for internal and external meetings.
Maintain organizational calendars and schedule and prepare agendas for internal meetings.
Assist with setup for in-person, Board, and Committee meetings.
Prioritize and route incoming mail to appropriate staff or departments.
Support documentation and dissemination of standard operating procedures.
Occasionally run errands onsite or offsite, including using a personal vehicle.
Participate in team and all-staff meetings, events, and training.
Take on additional responsibilities based on organizational needs and the employee’s interests, aptitude, and experience.