Events Program Manager

Woodland Park Zoo-posted 9 months ago
$77,969 - $94,569/Yr
Full-time • Mid Level
Seattle, WA
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The Events Program Manager position at Woodland Park Zoo is a full-time role responsible for overseeing all aspects of event operations within the Events department. This includes managing a team, coordinating large-scale events, and ensuring that all events align with the zoo's mission and community values. The role requires flexibility to work weekends and evenings as needed for events, and it emphasizes collaboration with various departments and external vendors to enhance guest experiences and improve profitability.

  • Manage the internal Events department team and oversee every aspect of event operations, including planning, guest experience, event objectives, communication, and staff assignments.
  • Collaborate closely with the Events Installation Manager on all major zoo events.
  • Ensure that all events align with the zoo's brand, community values, and mission.
  • Maintain strong working relationships with the External Relations department and Development team leaders to meet objectives for events such as Jungle Party, gate driving events and donor dinners and experiences.
  • Contribute to operational and budget planning by providing relevant information and recommendations.
  • Establish guidelines for staff billing, time tracking, and resource allocation.
  • Manage, develop, coach, and train Event Department staff to enhance their ability to independently develop and produce a wide range of events.
  • Enhance the department's reputation by proactively accepting new responsibilities and identifying opportunities for improvement.
  • Develop and maintain relationships with external vendors; negotiate pricing and service agreements to enhance the experience of the event and improve profitability.
  • Identify and resolve issues related to client experience and event production by monitoring trends, recommending improvements, and implementing necessary changes.
  • Escalate issues requiring Director approval.
  • Coordinate and facilitate event-related meetings (e.g., weekly BEO/Catering, weekly Admissions, bi-weekly Grounds/Maintenance) and staff check-in sessions to review performance and identify improvements.
  • Oversee post-event follow-up through effective communication and feedback loops, including performance analysis and metric preparation.
  • Act as the primary liaison with departments such as Maintenance, Grounds, Horticulture, Animal Management, Guest Services, Learning & Innovation, Engagement and Volunteers to ensure clear communication and conflict resolution.
  • In tandem with the Events Installation Manager, oversee all aspects of the WildLanterns program—from design and timeline planning to build, install/strike, and logistics.
  • Coordinate budget adjustments, expense tracking, and resource allocation, ensuring consistency in messaging and adherence to schedules.
  • Manage logistical coordination for auxiliary partners (vendors, transportation, entertainment), including scheduling and load-in/load-out operations.
  • Support financial objectives by forecasting requirements, preparing an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions for both WildLanterns and events programs.
  • Collaborate with the Director of Security to support and execute emergency management planning for special events.
  • Continuously update job knowledge through education, professional publications, networking, and engagement with industry organizations related to Event Operations and Program/Project Management.
  • Provide high-quality customer service to internal and external zoo clients.
  • Manage and update the Ungerboeck Event Management software by ensuring timely data entry, monitoring system performance, and coordinating with IT for necessary updates and enhancements to support efficient event planning and operations.
  • Bachelor's degree (B.A. or B.S.) from an accredited four-year college or university or five or more years of related experience and/or training, or an equivalent combination of education and experience.
  • Experience managing volunteers and/or committees.
  • Ability to read, analyze, and interpret scientific and technical journals, financial reports, and legal documents.
  • Skilled in responding to inquiries or complaints from customers, regulatory agencies, or members of the business community.
  • Capable of writing speeches and articles for publication that conform to prescribed styles and formats.
  • Effective in presenting information to top management, public groups, and boards of directors.
  • Proficient in calculating figures such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
  • Able to apply basic algebra and geometry concepts.
  • Demonstrates the ability to solve practical problems and manage a variety of concrete variables in situations with limited standardization.
  • Capable of interpreting instructions provided in written, oral, diagrammatic, or scheduled formats.
  • Flexibility to work non-standard schedules, including weekends, evenings, and holidays.
  • Successful applicants must live and work in Washington State to perform this role.
  • Applicants must be at least 18 years old and have a valid WA driver's license with a safe driving history.
  • Ability to speak a language in addition to English.
  • Medical, dental, and vision HMO and PPO plans for you and eligible dependents
  • 11 paid holidays and 4 personal holidays
  • Accrue 12 vacation days and another 12 days of sick leave your first year
  • Flexible Spending Account (FSA)
  • Employee Assistance Program (EAP)
  • Tuition reimbursement
  • Free zoo membership that includes zoo admission and discounts after 90 days
  • 4 complimentary tickets per year plus other discounts and perks
  • Free staff parking
  • 403(b) Retirement Plan
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