Special Events Manager
16 days ago
Pittsburgh
Job Description Pittsburgh Zoo & Aquarium Position Description Position Title: Special Events Manager Job Code: Department: Special Projects & Events Job Grade: Reports To: Director of Special Projects & Events FLSA Status: Salaried, Exempt Purpose: This position develops, manages, and executes a variety of special events that welcome a wide range of audiences to the Pittsburgh Zoo & Aquarium throughout the year. This role includes event creation & setup, client relations, vendor load-in, activity and entertainment coordination, budgetary accountability, and the supervision of community events staff. Essential Job Functions: • Creates, plans, manages, and hosts events geared toward the public that will generate attendance, revenue, and engagement from all members of the Pittsburgh community, with attention to diversity, equity, inclusion, and accessibility., • Including but not limited to: All 21+ Events such as Animal Instincts, Sip & Swirl, Zoo Brew, and other themed events, • Including but not limited to: Zoo Boo, Brunch with Bunny, Brunch with Santa, Breakfast & Lunch with the Animals, and other ticketed events., • Coordinates all aspects of the Zoo’s annual fundraiser, Summer Safari. From vendor and entertainment acquisition, budgeting, staffing, coordination with Development on sponsors, planning, and execution of the event., • Researches, solicits, and coordinates with vendors, groups, and community organizations to add interest and value to community events., • Hires and supervises community events staff, including a full-time Events Coordinator direct report, assistants, interns, and entertainment such as a mascot and chalk artist., • Coordinates with Private Events Manager to ensure staff coverage and support for both public and private events. Develops schedules and assigns tasks to team members., • Develops annual budget and meets income and expense line items related to community events, • Coordinates vendor payments and seeks product donations when applicable., • Manages and tracks online ticketing for special events in coordination with CRM Administrator., • Coordinates with Development to plan logistics for high-level Zoo supporter events, such as for Donors., • Incorporates event sponsors secured by Development into Community Events to ensure successful long-term relationships., • Works with Creative Services to develop print and digital materials for events., • Works with Catering, Grounds, and Maintenance Departments to manage setup, teardown, and active event needs., • Works with Marketing & Communications to coordinate strategy and timing for Event releases., • Communicates special events schedule to appropriate departments through the weekly special events meeting., • Works with Education to secure live animal visits for special events., • Develops and coordinates animal enrichment activities with Keeper Staff., • Performs other related duties as required. Required Education/Experience/Knowledge/Skills: Event Management Experience • Minimum 3–5 years of demonstrated experience creating, planning, implementing, and evaluating public‑facing events in a non‑profit, cultural, or mission‑driven organization (e.g., zoo, museum, cultural institution, university, or nonprofit). Some of these events should have attendance of more than 1000 guests., • Proven success managing ticketed events, fundraising events, and community engagement programs that drive attendance, revenue, and audience participation., • Hands‑on experience overseeing large‑scale annual events and fundraisers, including vendor procurement, staffing, timelines, logistics, and execution., • Experience conducting post‑event evaluation, including attendance analysis, revenue tracking, stakeholder feedback, and recommendations for improvement. Project & Operational Management • Strong ability to manage multiple events and projects simultaneously, meeting deadlines while maintaining close attention to detail., • Demonstrated experience developing, managing, and meeting annual event budgets, including revenue forecasting, expense tracking, and financial accountability., • Experience coordinating vendor contracts, payments, in‑kind donations, and sponsorship integrations., • Familiarity with online ticketing platforms and working with CRM/database systems to track attendance and revenue. Communication & Collaboration Skills • Exceptional written and verbal communication skills, with the ability to relay event details clearly to internal teams, external partners, and the public., • Demonstrated ability to work collaboratively across multiple departments, including Development, Creative Services, Education, Catering, Grounds, Maintenance, and Animal Care teams., • Proven experience serving as a cross‑functional liaison, particularly between Events and Development teams, to support donor, sponsor, and high‑level supporter events., • Comfortable leading meetings, coordinating weekly event communications, and aligning multiple stakeholders around shared timelines and goals. Leadership & Staff Management • Prior experience hiring, training, supervising, and evaluating staff, including full‑time employees, seasonal staff, interns, volunteers, and contracted entertainers., • Ability to create effective schedules, delegate responsibilities, and maintain appropriate staffing coverage for concurrent public and private events., • Demonstrated leadership style that fosters teamwork, accountability, and professional growth. Equity, Inclusion, and Community Engagement • Commitment to diversity, equity, inclusion, and accessibility in event planning, programming, and community outreach., • Experience working with community organizations, cultural partners, and diverse audiences to enhance event relevance and inclusivity. Preferred Qualifications • Experience working in a zoological park, museum, aquarium, or outdoor public venue with animal‑related or educational programming., • Experience managing high‑end donor, board, or VIP events in coordination with Development or Advancement leadership., • Knowledge of creative production processes, including collaboration on print and digital marketing materials., • Bachelor’s degree in Event Management, Hospitality, Communications, Marketing, Non‑Profit Management, or a related field, or equivalent professional experience. Core Competencies & Attributes • Highly organized, proactive, and adaptable in a fast‑paced, event‑driven environment, • Strong problem‑solving skills and ability to remain calm under pressure during live events, • Professional demeanor when interacting with donors, sponsors, vendors, and senior leadership, • Passion for mission‑driven work and the Zoo’s role in conservation, education, and community engagement, • Willingness and ability to work evenings, weekends, and holidays as required by the event schedule Performance Factors: • Attendance and Dependability: The employee can be depended on to report to work at the scheduled time and is seldom absent from work. An employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious about assignments., • Communication and Contact: The employee communicates effectively both verbally and in writing with superiors, colleagues, and individuals inside and outside the Zoological Society., • Relationships with Others: The employee works effectively and relates well with others, including superiors, colleagues, and individuals inside and outside the Zoological Society. Exhibits a professional manner in dealing with others and works to maintain constructive working relationships., • Provides excellent customer service in the areas of guest relations and park beautification:, • Answers visitor inquiries or finds someone who can;, • Is knowledgeable of the location of exhibits, restrooms, concessions, rentals, etc.;, • Disposes of litter and waste throughout the park and zoo facilities. Physical Requirements: • Manual dexterity to operate office machinery such as a personal computer, telephone, copier, etc., • Must have the ability to lift up to 30 pounds for event set-up and tear-down., • Position is primarily sedentary, usually sitting for long periods of time in an office setting., • Position involves working in the park with exposure to all types of weather conditions., • Must be able to work evenings, weekends, and holidays.
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