Special Events Manager

Aza•Tulsa, OK

59d

About The Position

The Special Events Manager is responsible for the development, successful execution, and follow-up of major fundraising events and special events at Tulsa Zoo. This role will also assist in developing, implementing and evaluating strategies for success and effectiveness of all philanthropy programs and fundraising initiatives.

Requirements

Must be 18 years or older, possess a valid driver's license, and be insurable on TZMI's insurance carrier
Bachelor's degree from a college or university; minimum two years related experience and/or training; or equivalent combination of education and experience
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers, employees of TZMI, and the general public
Ability to calculate figures and amounts such as discounts, proportions, percentages, algebra, geometry, fractions, ratios, and decimals and apply them to practical situations
Must be able to work weekends and evenings
Strong organization skills and attention to detail
Proficiency in Excel is required. Ability to use Microsoft Word and PowerPoint; Altru, or equivalent donor database; Internet Browser(s)- Explorer, Chrome, Safari, etc.

Responsibilities

In conjunction with the Philanthropy team, plan and manage all logistical and operational facets of Tulsa Zoo fundraising events and special events including, but not limited to, ZooRun, Conservation on Tap, WALTZ, HallowZOOeen, Dreamnight, event groundbreakings and ribbon cuttings, and Tulsa Zoo Donor Society functions.
With Vice President of Philanthropy, prepare and maintain detailed event timelines and budgets.
Collect payments received at and for events.
Coordinate event invitations and mailings.
Oversee event logistics, decor, signage, food and beverage, entertainment, and volunteers.
Coordinate and participate in evening and weekend event setup and take down.
General event oversight, which includes making adjustments to staffing and logistics as required by attendance, weather, and/or other circumstances to ensure a fluid and successful event.
Complete event wrap-up reports and post-event summary to prepare for future events.
Maintain detailed event files with all elements of the events including but not limited to timelines, budgets, vendor contracts, and décor and signage examples.
Serve as liaison for and between staff members, outside vendors, community volunteers, etc.
Contribute to regularly scheduled meetings with Philanthropy and Marketing staff to plan event calendar, themes, promotions, etc.
In conjunction with Marketing, Private Events, Education, and Admissions/Membership departments, coordinate annual calendar of events.
Regularly evaluate the organization's special events and make informed recommendations regarding event effectiveness and ability to create positive revenue, visibility, and/or general goodwill for Tulsa Zoo. This includes new event recommendations.
Actively seek cost savings and/or in-kind donations for all events.
Assist with cultivation of prospective and current donors through a variety of techniques including special events, direct mailings, donor communication, and follow up.
Collaborate with Philanthropy team to provide event sponsorship deliverables.
Work with Philanthropy Manager to successfully plan and implement Tulsa Zoo Friends Donor Society events.
Effectively communicate and demonstrate interpersonal skills with all levels of employees in a clear and professional manner.
Demonstrate and adhere to TZMI's workplace values.
Know and follow zoo policies and procedures, including emergency protocols.
Attend and participate in staff meetings and assigned training sessions.