Special Events Manager

Cincinnati Zoo•Cincinnati, OH

7h•Onsite

About The Position

The Special Events Manager supports the Special Events and Development team in creating memorable moments for our visitors and donors through INSPIRED events. Over 40 annual events per year extend the Cincinnati Zoo & Botanical Garden’s brand and help meet our objective of “inspiring people with wildlife every day” through fun, interactive opportunities to experience the zoo beyond a typical visit. This role is key to our success in attracting visitors throughout the year. The Special Events Manager works with the Events and Development Team to be the “conductor” of the event orchestra - overseeing planning, flawless implementation, and collaboration between all zoo team members and partners who unite to deliver on our unique event promise. Applicants for this role should be friendly, articulate and possess a desire to create a welcoming environment for our event attendees. Strong customer service skills, organization skills, the ability to troubleshoot and resolve problems, and work in a physically demanding setting are essential. Candidates must be reliable and timely in attendance and have a flexible schedule. The ability to work in a fast-paced environment and independent without constant supervision is required.

Requirements

Command of Windows-based software and applications is required.
Demonstrated understanding and acceptance of the Core Values and Behaviors of the Cincinnati Zoo & Botanical Garden. Lives these on a day-today basis, “Modeling the Way” for others.
Have a demonstrated affinity for the Mission of the Cincinnati Zoo & Botanical Garden.
A positive attitude and growth mindset are must-haves.
Excellent attention to detail, project management and interpersonal & organizational skills.
The ability to meet deadlines and shift priorities in a rapidly changing environment.
Must be able to work independently with little supervision.
Creativity and an eye for detail in designing new event concepts to engage visitors.
Customer service and continuous improvement mindset to always enhance the experience for attendees.
Possess excellent ability to develop and sustain effective working relationships; superior interpersonal skills; ability to work with diverse personalities; tactful; mature; flexible.
Be timely and reliable in attendance and performance. Willingness to go the extra mile.
Requires an individual who is highly professional, motivated, proactive, and helpful, who can gain cooperation through expertise, credibility, and building positive working relationships with partners, volunteers, zoo staff, donors, and sponsors.
Appropriate professional appearance, attitude, and personality to work effectively with Zoo staff members, guests, and the public.
Must be able to work a flexible schedule that include evenings, weekends and holidays.
Must possess a valid driver’s license and be insurable to drive a Zoo vehicle.
Must have reliable transportation.

Nice To Haves

A Bachelor’s degree in marketing, communications, business, events, hospitality, or a related field is desired.
Successful experience in the events, hospitality, or attraction field is preferred.
Familiarity with ticketing, database, CRM systems a plus (i.e. Galaxy and Microsoft Dynamics).
Equivalent combinations of education and experience sufficient to successfully perform the essential duties of the job will be considered.

Responsibilities

Planning and executing events from start to finish to exceed donor and visitor expectations, such as the A Toast to the Wild event series, Cheetah Run, Zootanical, Jack O’Lantern Glow, and over 12 annual Development Events.
Assist the Senior Special Events Manager with all logistics for other Zoo events, such as Festival of Lights, Zoo La La, Zoofari, Zoo Golf, A Toast of the Wild series (Bourbon Flights, Wild About Wine, Zoo Brew), etc.
Solicit in-kind donations (food, beverages, etc.) to minimize cost for all events.
Manage exclusive donor events with sensitivity and precision that deliver memorable and elevated experiences while upholding the utmost care that prioritizes donor preferences, comfort, and relationship-building at every stage.
Serve as the primary point of contact for donors regarding all event-related inquiries, providing timely, professional, and personalized communication.
Act as a liaison between our Events Team and volunteers/part-time staff who are assisting with events. Includes sending shift / schedule reminder / orientation materials to part-time help and volunteers.
Support the Development Department to execute shared events (such as Zoofari, Zoo La La, and Zootanical) and on-site activations. Provides development event support, as needed.
Create detailed external vendor arrival, set up, and teardown needs based on vendor location within the Zoo.
Solicit entertainment for all events and create vendor agreements that align with Zoo policies.
Help ideate and plan new ideas for events. Always look for process improvement ideas to be more efficient, while also looking for new elements that enhance the visitor experience.
Display excellent customer service skills that support the zoo’s INSPIRED visitor experience philosophy.
Work closely with Visitor Experience, Park Services, Marketing, Graphics, Public Safety, IT, Animal, Maintenance, Sustainability, Conservation, Purchasing, Group Sales, and SSA Food/Retail/Catering/Private Events teams to operationally execute events as planned, supporting the mission. Communicate effectively to all Zoo internal partners regarding events (from pre-event all the way to post-event).
Manage timeline of events and be able to be flexible and problem solve as needs arise. Be available to assist throughout the event with any operational needs.
Assist HR and Admin teams to execute internal employee events. Consult with other departments on event best practices.
Perform miscellaneous administrative duties in a timely fashion, including but not limited to: finance/invoicing, budget tracking and expense management, purchasing event materials, creation of RFQs for various event product needs, ticket printing/refunds, internal room booking, creating signage, booking animal appearances, managing events inbox, and other duties, as assigned, to support Events team.