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Event Manager

2 days ago

Sanford

FLSA Status: Exempt, Full-time Pay Range: $42,000-$52,000 SUMMARY: The Events Manager is responsible for planning, organizing, and overseeing all public and private events for the Central Florida Zoo & Botanical Gardens. This includes seven major public fundraising events throughout the year, as well as various other singular events each year as they come up. The Events Manager will oversee and work with the Event Coordinators, who book and host private events, birthday parties, and weddings. The Manager will collaborate with the Chief Development Officer, Chief Executive Officer, Director of Corporate Partnerships & Events, along with other Directors and key staff members when planning a successful event. The Manager will work closely with Food & Beverage Operations and Admission teams in the planning of both public and private events. The Manager will be responsible for scheduling additional team members when necessary to provide a quality and successful event. The Manager should work with other teams, including the Animal Department and Zoo Educators, to come up with fresh and exciting event activities each year that foster and promote the Zoo’s mission. Further guidance is established through provided policies and procedures, plus verbal and written communications. ESSENTIAL DUTIES AND RESPONSIBILITIES: The employee in this position must be able to perform all the essential job duties listed below; however, this list is not intended to be all inclusive of the specific tasks that an employee in this position may be expected to perform. • Be an ambassador for the Zoo at all times., • Supervise, mentor, and be an example for all Events Team members. Provide operational leadership and support strategic leadership over the Events department, providing proper instruction, support, training, and disciplinary action as needed., • Hold department meetings to ensure proper communications throughout the Events department, including training as required., • Compose training SOPs, checklists, and materials to provide adequate training during the onboarding process and for length of employment., • Provide new hires with proper Zoo issued uniforms, personal protective gear, safety materials, and all necessary materials to perform job duties., • Teach, support, and inspire continuing education in the Events department, giving team members the tools to provide excellent guest satisfaction while furthering the CFZ mission., • Review, approve, and submit bi-weekly payroll timecards for all team members with timely submission to the payroll specialist., • Delegate tasks strategically to qualified team members., • Accurately document employee and guest incidents while following all CFZ policies, procedures, and safety regulations., • As a manager, this person is required to be a part of the zoo’s Site Manager Program and attend any required site manager program training., • Train team members to ensure the highest standard of guest satisfaction in all areas of the Events department., • Partner with the Director to determine fiscal requirements and prepare budgetary recommendations for each event and for the events department as a whole; meeting as needed with CFO to review income and expenses and ensure sales packages are on par with labor and materials costs., • Work closely with internal and external groups to define event goals, objectives, and specific implementations that support the Zoo’s mission., • Work closely with the Volunteer Programs Manager to staff volunteers for each event., • Work closely with marketing to create all event signage, including promotional banners and signs and all directional event day signage and event maps, ensuring brand standards are met., • Pursue vendor opportunities for Zoo events in partnership with the Development team; including managing sponsors and partnerships, advancing sponsor activations, and ensuring their contractual needs are met., • Maintain a calendar of events and implement a system that enables and anticipates long term planning and effective event management for private events., • Negotiate agreements with outside providers to ensure the lowest cost and highest quality of service., • Work closely with directors, committees, and communications teams to effectively promote events to target audiences and obtain accurate event specifications., • Prepare event programs and confirm necessary preparations in collaboration with the marketing team., • Oversee pre-event and on-site communications., • Conduct post-event follow up and briefing sessions with vendors, sponsors, and guests., • Provide internal post-event analysis,, budget recaps, participant feedback, and incorporate the information into long-term plans., • Lead recurring strategic events meetings., • Prepare the monthly departmental recap for the Board of Trustees., • Establish team members’ schedules, task assignments, and equipment allocation to ensure conformance with department objectives and goals., • Oversee the procurement, purchasing requests, and needs regarding catering, audio/visual, security, and rentals for Zoo events., • Maintain annual renewal of required Public Performance Licenses to steam music and provide entertainment within the park and at special events (BMI, ASCAP, SESAC)., • Identify all aspects of event risk and planning strategies., • Ensure speakers and entertainers are briefed and prepared to provide effective presentations following zoo protocols., • Deliver service that exceeds expectations and provides a professional guest experience., • Establish communication protocols and operating procedures with planning committees, subcontractors, and team members., • Develop and implement operational processes to improve efficiency and streamline event execution., • Develop and implement operational processes to ensure all event inquiries are responded to within 48 hours., • Develop and maintain positive, professional relationships with all Zoo departments and team members, guests, and vendors., • Adhere to all Central Florida Zoological Society, Inc. policies and procedures., • Perform other duties as assigned The duties listed above are intended only as an illustration of the various types of work that may be performed. Qualifications: The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Must be a minimum of 18 years old., • Must provide a negative drug test result., • Strong communication and interpersonal skills, with the ability to effectively collaborate with clients, vendors, and internal teams., • Ability to problem-solve and adapt to high-pressure situations in fast-paced environments., • Must be able to work as part of a team and independently., • Must be able to work collaboratively with all departments., • Excellent organizational and multitasking skills, with the ability to manage multiple projects simultaneously., • Must have the ability to work flexible hours, including weekdays, weekends, holidays, and evenings. EDUCATION/EXPERIENCE: • A bachelor’s degree or greater in a related field is required., • Previous experience in event management is required., • Non-profit and/or fundraising experience is preferred., • Understanding of event permitting processes and regulatory compliance., • Knowledge of the Association of Zoo & Aquariums (AZA) standards is a plus., • Experience planning educational children’s activities and experiences is a plus., • Experience with Canva design space is a plus (used to create event maps, marketing graphics, and directional signage for events). LANGUAGE ABILITY: • Must be able to respond to common inquiries, requests, or complaints from guests and/or team members in a kind and courteous manner., • Must be able to communicate with guests, vendors, and team members clearly and effectively., • Must be able to read and understand directions, both verbally and in writing., • Must be able to prepare clear and concise written reports., • Must have strong communication and interpersonal skills, with the ability to effectively collaborate with clients, vendors, and internal teams., • Multilingualism is a plus. REASONING ABILITY: • Must have the ability to define problems, collect data, establish facts, and draw valid conclusions., • Must be able to think logically and have the ability to problem-solve and adapt to high-pressure situations in fast-paced environments with little or no guidance., • Must have the ability to work with and collaborate leadership to determine the direction of events. CERTIFICATES, LICENSES, AND REGISTRATIONS: • Must possess a valid Florida State Driver’s License. PHYSICAL DEMANDS: In compliance with the Americans with Disabilities Act, the following have been identified as physical requirements of the job: • The employee must frequently lift and/or move up to 50 pounds and occasionally lift and/or move up to 75 pounds., • Physical Demands of this job make up approximately 30% -50% of the job, depending on the week., • Event weeks are very physically demanding. This includes moving tables, chairs, tents, and other equipment in and out of the zoo for setup and strike., • Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus., • While performing the duties of this job, the employee is regularly required to talk and hear, and listen., • The employee is regularly required to use hands and fingers to handle, reach or feel and manipulate objects or controls., • The employee is frequently required to sit or stand for extended periods, walk distances, traverse Zoo grounds, climb, balance, stoop, bend, kneel, crouch, and drive a company vehicle. WORK ENVIRONMENT: A large percentage of duties are performed outdoors in various weather conditions, ranging from rain, wind, cool to cold weather, and extreme heat and humidity. It is possible the employee will be exposed to dust and harsh chemicals that if not handled properly, may present a health hazard. The noise level in the work environment is usually moderate.

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