Special Events Coordinator

Desert Botanical Garden, Inc.; Arizona; On-site; USD 36,000 - 44,000; Full time

Job summary

Desert Botanical Garden, Inc. is seeking an experienced Event Coordinator to assist in developing, managing, and executing Garden special events that drive revenue and expand audience reach.

You will collaborate across departments to plan entertainment lineups, manage budgets, and support marketing efforts. You will negotiate performer and vendor fees, oversee day-of-event operations, and evaluate success through surveys and attendance metrics, while coordinating with volunteers and internal

Qualifications

• Bachelor’s degree in nonprofit leadership, tourism management, parks and recreation management, or related field.
• 1–2 years’ experience in event coordination or related field; hospitality, customer service, marketing and volunteer management helpful.
• Auction database management experience helpful.
• Excellent communication skills and willingness to work as part of a team.
• Valid driver’s license required.
• Ability to work off-hours including evenings, weekends, and/or holidays.

Responsibilities

• Develop, plan, lead, execute, and/or assist with all Garden special events. Develop and manage, or co-develop and co-manage, the budgets for all assigned events.
• Collaborate with Event Services team to select and manage nightly Las Noches de las Luminarias entertainment lineup.
• Provide planning and execution support for annual Devour Culinary Classic.
• Collaborate, contract, and manage the entertainment line-up and perform other duties to provide support for the annual Dinner on the Desert fundraiser.
• Assist with the entertainment and programing selection and management for other Garden special and internal events.
• Contribute to interdepartmental planning meetings for the assigned events; manage interdepartmental communication for those events.
• Scout and rotate new trends and talent in order to keep events and concert lineups fresh.
• Negotiate performance and vendor fees, adhering to budget constraints; prepare contracts to confirm booking.
• Assist when needed with other duties within the Event Services Department including Facility Rental, Beverage, and Group Tours.
• Collaborate with the Marketing Department to determine intended audience, paid and unpaid advertising opportunities, and media coverage needs.
• Work with the Marketing Department in the creation and editing of postcards, inserts/fliers, banners, articles, and other collateral for the purpose of event marketing.
• Work closely with the Volunteer Manager to determine volunteer needs for events.
• Assist with semi-annual Special Events Volunteer Training and provide information for Garden special events.
• Oversee execution the day of each special event to ensure setups are performed properly, vendors are greeted and directed, the event is successful, and cleanup is done appropriately.
• Use Guest survey results and evaluate the success of each special event in terms of attendance, revenue, and audience reached.

Skills

Auction database management

Excellent communication

Team player

Valid driver’s license

Evening/weekend availability

Education

Bachelor’s degree in nonprofit leadership, tourism management, parks and recreation management, or related field

Job description

Description

Position Purpose

Assist in the development, management, and execution of specific special events for the purpose of

driving revenue while meeting the needs of Garden Members and attracting a new diverse audience to

the Garden.

Essential Duties

• Develop, plan, lead, execute, and/or assist with all Garden special events. Develop and manage, or co-develop and co-manage, the budgets for all assigned events.
• Collaborate with Event Services team to select and manage nightly Las Noches de las Luminarias entertainment lineup.
• Provide planning and execution support for annual Devour Culinary Classic.
• Collaborate, contract, and manage the entertainment line-up and perform other duties to provide support for the annual Dinner on the Desert fundraiser.
• Assist with the entertainment and programing selection and management for other Garden special and internal events.
• Contribute to interdepartmental planning meetings for the assigned events; manage interdepartmental communication for those events.
• Scout and rotate new trends and talent in order to keep events and concert lineups fresh.
• Negotiate performance and vendor fees, adhering to budget constraints; prepare contracts to confirm booking.
• Assist when needed with other duties within the Event Services Department including Facility Rental, Beverage, and Group Tours.
• Collaborate with the Marketing Department to determine intended audience, paid and unpaid advertising opportunities, and media coverage needs.
• Work with the Marketing Department in the creation and editing of postcards, inserts/fliers, banners, articles, and other collateral for the purpose of event marketing.
• Work closely with the Volunteer Manager to determine volunteer needs for events.
• Assist with semi-annual Special Events Volunteer Training and provide information for Garden special events.
• Oversee execution the day of each special event to ensure setups are performed properly, vendors are greeted and directed, the event is successful, and cleanup is done appropriately.
• Use Guest survey results and evaluate the success of each special event in terms of attendance, revenue, and audience reached.

Position Information

Job Type: Full-Time, Non-Exempt

Pay: $26.20-32.74/hr

Requirements

Competencies

• Bachelor’s degree in nonprofit leadership, tourism management, parks and recreation management, or related field
• Minimum of 1-2 years’ experience in event coordination or related field; hospitality, customer service, marketing and volunteer management experience helpful
• Auction database management experience helpful
• Excellent communication skills and willingness to work as part of a team
• Valid driver’s license required.
• Ability to work off-hours including evenings, weekends, and/or holidays

Equipment Used

Typical office equipment.

Internal Communication

Regular communication and interaction with Garden staff.

External Communication

Frequent communication with visitors, potential visitors, caterers, vendors, and contractors.

Working Conditions

Some physical effort beyond what’s typically required in a normal office environment. Extended periods of standing (indoors and outdoors) and walking throughout the Garden (with exposure to elements) expected. Potential for tight deadlines or time periods of high workload may require additional hours.

The noise level in the work environment is usually minimal to moderate. At some events (concerts, etc.), noise levels may be excessive.

Must be able to walk, sit, stand, stoop, kneel, bend, see, hear, speak, read, and type. Manual dexterity and the ability to lift up to 10 pounds required. Occasional outdoor work with exposure to the elements is expected.

Reasonable accommodations may be made, when necessary and feasible, to allow a qualified individual to perform essential job functions.

Equal Opportunity Employer

Desert Botanical Garden is an Equal Opportunity Employer and considers all applicants without regard to race, religion, color, sex, gender identity and/or expression, sexual orientation, marital or parental status, age, national origin, veteran status, disability, or any other status protected by law.

The Garden fosters and supports workplace diversity, equity, and inclusion to honor the unique perspectives, experiences, and contributions of all, to celebrate successes, and to cultivate individual and institutional excellence.

All employees will help add to the Garden’s diversity and fully embrace it.

This job description is not intended to be an exhaustive list of all duties, responsibilities, and

deliverables of the role. This is not a contract and should not be viewed as such. Other duties may be

assigned by supervisor and/or his/her/their designee