Follow this link to apply: https://app.jobvite.com/j?aj=ob8o6fwx&s=Opportunity_501
The Events Manager is responsible for managing the planning, operational logistics and execution of major fundraising events and donor/member events and assisting as needed with public events for the Dallas Zoo and Children’s Aquarium at Fair Park. Key responsibilities include planning and analyzing cost-effective events, manage monetary and in-kind event solicitations, supervising the Events Specialist, and coordinating and managing sponsors, contractors, vendors, employees, and volunteers.
SPECIFIC DUTIES AND RESPONSIBILITIES
• Develop and implement unique strategies related to fundraising and special events through an annual strategic plan for events including all donor/member related events run by Advancement, such as Zoo To Do, President’s Circle member events, and VIP exhibit previews.
• Create detailed run of show for the event, minute-by-minute. Advise and assist on selection of menu, arrange for tasting. Coordinate with all technical support, podium sound checks, lighting levels, audio-visual, etc.
• Manage on-site production to ensure smooth execution of the event, including trouble shooting and clean up. Oversee internal and external work crews before, during and after events. Provide necessary documentation regarding event set-up to the appropriate entities.
• Create and adhere to project budgets and timelines for events. Track and collect funds raised for events. Monitor progress of registration, ticket sales, and income goals and adjust plans as appropriate. Work with Senior Director of Development to create income and attendance projections for events.
• Manage materials and signage needed for event production.
• Solicit in-kind donations for auction items; coordinate and manage operation of both live and silent auctions and raffles for each event.
• Assist with securing financial resources for events by soliciting sponsors/underwriters.
• Work with Advancement Services to build queries and generate reports and data to analyze and improve future events.
• Work with Senior Director of Development and Senior Director of Marketing and Communications Manager to develop a marketing/PR campaign for each event.
• Work with Senior Director of Marketing and Communications to maintain items on website related to events.
• Help create and oversee the design, production, and distribution of all event communications, invitations, and promotional materials. Work with the Senior Director of Development and Advancement Services to develop appropriate invitation lists for events.
• Negotiate and manage vendors to ensure timely and agreed upon deliverables.
• Assist in securing and coordinating all appropriate permits and licensing prior to events.
• Assist in management of event committees to ensure that members are fully supported and accomplish tasks required for successful events. This includes developing goals and objectives for committees, facilitating meetings, and leading those committees towards successfully completing the established goals and objectives.
• Manage and oversee event volunteers, consultants, and vendors, including on-site logistics and coordination. Work with Director of Volunteer Services to identify and assign volunteers to events.
• Regularly communicate with invitees, event prospects, vendors, volunteers, Dallas Zoo leadership and staff, and others.
• Ensure event information is captured and accurate in Tessitura in coordination with Advancement Services.
• Serve as an “ambassador” of the Zoo by coordinating and conducting special tours for donors/members and other VIPs.
• Support the efforts of the greater Advancement department, including event planning and staffing assistance across the division.
• Serve as administrative support as needed.
• Cross-train to assist in the Membership Booth when needed.
• Perform other duties as assigned.
• Five years event management experience.
• B.A., B.S. or equivalent preferred.
• Should be able to demonstrate successful fundraising event experience including knowledge of best practices and current trends.
• Detailed oriented, adaptable, organized, and with demonstrated ability to successfully manage multiple projects and tasks.
• Proficient with budgets and able to read, comprehend and analyze financial goals and fundraising reports.
• Ability to exercise good judgment and diplomacy in dealing with volunteer leadership.
• Ability to manage a productive and efficient work unit and to foster a team environment.
• Flexibility to attend evening and/or weekend meetings and/or events.
• Personable presence and demeanor with the desire to engage in personal contact with the external community, including volunteers, donor prospects, and members.
• Outstanding commitment to customer service.
• Strong attention to detail with an outstanding ability to multi-task
• Creative thinker with a willingness to seek innovative ideas.
• Initiates and has the ability to work independently.
• Strong team player.
• Strong MS Word, Excel, Outlook and PowerPoint skills.
• Willingness and ability to learn and utilize Tessitura software.
• Organized, energetic, flexible, detail-oriented and computer proficient.
• Excellent oral and written communication skills with a variety of constituencies.
• Commitment to the mission and values of the Dallas Zoo.
• Regularly works irregular hours, including weekends and evenings.
• Routinely runs errands off-site; must have access to reliable transportation.
• Ability to exert light physical effort in sedentary to light work. This may involve some lifting, carrying, moving, pushing, and/or pulling of objects/materials of light weight (15-25 pounds). Some climbing on ladders or over obstacles may be required. Tasks may also involve significant periods of standing or walking outside during events and tours, as well as during event set-up or break-down times.
• Must have a valid Texas driver’s license (to operate Zoo vehicles) with reliable transportation
Successful candidates must pass pre-employment drug screening, background check and TB test.