General Summary: The Events and Fundraising Coordinator is
responsible for coordinating and executing special events and facility rentals
at the Zoo. Additionally, this role will support the Development Team with a
variety of administrative tasks and fundraising initiatives. The coordinator will directly support special
event days at the Zoo including serving as the on-site contact for Zoo staff,
rental clients, and event guests on special event days. The Events and
Fundraising Coordinator will be expected to be on grounds to meet if not exceed
the administrative support needs of the rentals and events. This position supports the Zoo to achieve its animal care,
conservation, sustainability, education, and DEAI goals.
Essential Functions:
Primary
Functions:
- Assist in planning,
coordinating, and implementing special events and facility rentals, including
contracts, and COIs, and collecting and inputting payments into the CRM
database.
- Respond to facility
rental-related inquiries, schedule tours and walk-throughs with current and
prospective rental clients, and assist in subsequent follow-up;
- Perform event setup and
breakdown, assist with onsite oversight and execution on event days, including
guest check-in, directional support, volunteer deployment, merchandise sales,
beverage pouring, etc;
- Communicate with outside
contractors regarding event setup details, mail confirmation packages, confirm
and coordinate the arrival of vendors and sponsors for events, monitor set up
and ensure their needs are met throughout the event;
- Respond to event-related inquiries, assist guests with
scheduling tickets, send out confirmation emails, and reschedule tickets as
needed;
- Responsible for digitizing and organizing past and current
department files, data entry for vendor information, and CRM data entry and
database cleanup;
- Plan, coordinate and attend off-site marketing events and street
teams to increase event ticket sales and foster awareness;
- Provide
superior customer service to event and rental guests by answering questions,
anticipating needs, escalating issues when appropriate, and meeting and/or
exceeding guest expectations;
- Assist in the development
of partnerships with community organizations with the goal of both broadening
the Zoo’s reach within the community and also making rentals and event
offerings diverse, accessible, equitable and inclusive;
- Maintain and grow the
license plate program;
- Mail
membership cards and passes;
- Assist with
corporate membership acknowledgments;
- Create
and send sponsorship ROIs;
- Support
the identification and growth of on-campus donor assets;
- Responsible
for keeping Trustee giving files up-to-date and sending mid-year and
end-of-year reports;
- Proactively researches and
identifies new revenue opportunities and fundraising initiatives. Must develop,
submit, and present innovative ideas to the VP of Strategy & Development every
month;
- Responsible
for maintaining and organizing department supplies, including linens and
laundry, utensils and dishes, glassware, giveaways, prizes etc;
- Responsible for compiling agenda for weekly department
meetings;
- Responsible for review of
department web pages every month;
- Assist with Ravens event days and sales on Ravens Walk;
- Provide administrative
support to achieve department revenue goals;
- Use sound judgment and
report incidents to management or security, as needed;
- Facilitate and support
events for other Zoo departments, including education and animal;
- Assist other departments as needed for cross-utilization of
skills and manpower;
- Work
collaboratively with other departments to create necessary event collateral
such as posters, banners, and handbills for internal and external promotion of
the Zoo’s events;
- Perform other duties as
assigned; and,
- Adhere to all policies
and procedures of the Zoo.
Communication
(Internal and External):
- Responsible for meeting
with departments throughout the Zoo and coordinating their efforts in
relationship to development activities;
- Manage and update event
pages on the Zoo’s website; and,
- Communicate with various
Zoo managers on event days to ensure coordination of efforts;
Management
of Resources (Financial, Human Resources, Facilities):
- Responsible for Altru
data input, data ownership, and accuracy;
- Required to maintain
confidentiality of all collected personal and financial information;
- Collaborate with
Volunteer Department to assign volunteer roles for special events; and,
- Fiduciary
responsibilities include ticket sales, cash handling, selling inventory at
festivals and events, verifying department invoices, and approving purchase
orders as needed.
Minimum
Qualifications:
Education:
- Bachelor’s degree
preferred.
Experience/Training:
- Minimum one-year of direct
experience working on large-scale events including sponsor fulfillment preferred;
- Minimum of two years of
customer service experience required;
- Proficiency with
Microsoft Office software, including Microsoft Outlook, Excel, and Word
required;
- Willingness to obtain and
maintain TIPS certification required;
- Possess a valid driver’s
license; and,
- Experience coordinating
paid and volunteer staff.
Traits
Desirable:
- Ability to work with
individuals from a wide variety of ethnic, cultural, and economic backgrounds;
- Strong organizational and
communication skills; and,
- Self-directed,
collaborative and detail-oriented.
Hospitality:
- Friendly and outgoing;
- Possess a positive and
patient attitude;
- Possess excellent verbal
communication skills;
- Possess excellent
organizational skills; and,
- Able to multitask and
juggle multiple projects.
Working
Conditions:
- Must be able to stand and
remain active for an eight-hour work day, and ten to twelve-hour special event
days;
- Must be able to walk
large areas of the Zoo as needed;
- Must be able to work in
an outdoor weather environment in all seasons and weather, including
heat/humidity, cold temperatures, and/or wet conditions;
- Ability to work a flexible schedule to include weekends, holidays, and
special events; and,
- Must be able to exert up
to 50 pounds of force to lift, push, pull, carry, or otherwise move objects.
Equipment:
- Must be able to operate a
variety of machines and equipment including computer, telephone, two-way radio,
scanner, copier, fax, golf cart, and vehicles.
Benefits:
- We offer an excellent benefits package including 24 days
of Paid Time Off (PTO), Sick and Safe Leave, and 2 paid holidays.
- Eligible for medical, dental, vision, short- and
long-term disability and life insurance.
- 401(k) with employer match.
Disclaimer: The
statements above are intended to describe the general nature and level of work
being performed by employees assigned to this classification. They are not intended to be construed as an
exhaustive list of all responsibilities, duties and/or skills required of all
personnel so classified. Therefore,
management reserves the right to revise the job or to require that other or
different tasks be performed when circumstances change.
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