Special Events Manager

Cincinnati Zoo & Botanical Garden; Cincinnati (OH); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Affordable medical, dental & vision

401(k) plan with company match

Flexible spending accounts

Generous paid time off

Company-paid disability & life

Park discounts and free passes

Job summary

Cincinnati Zoo & Botanical Garden is seeking a Special Events Manager to lead planning, execution, and post-event evaluation for a portfolio of high-profile events. You will partner with multiple zoo teams to deliver memorable, donor-focused experiences while maintaining the Zoo’s mission and standards.

Ideal candidates bring a background in marketing or events, strong customer service, and excellent organizational skills.

Qualifications

• Bachelor's degree in marketing, communications, business, events, hospitality or related field is preferred.
• Experience in events, hospitality, or attractions is preferred.
• Familiarity with ticketing, CRM systems (Galaxy, Microsoft Dynamics) is a plus.

Responsibilities

• Plan and execute events from start to finish to exceed donor and visitor expectations.
• Assist Senior Special Events Manager with logistics for other Zoo events.
• Solicit in-kind donations to minimize costs for events.
• Manage exclusive donor events with care for donor preferences and relationships.
• Serve as the primary contact for donors regarding event inquiries.

Skills

Customer service

Project management

Communication

Organization

Problem solving

Team collaboration

Education

Bachelor's degree in marketing, communications, business, events, hospitality

Tools

Galaxy CRM

Microsoft Dynamics

Ticketing software

Job description

Department: Department of Marketing & Visitor Experience (Business Operations) Job Title: Special Events Manager Classification: Full-Time Reports to: Senior Special Events Manager

POSITION SUMMARY

Over 40 annual events per year extend the Cincinnati Zoo & Botanical Garden’s brand and help meet our objective of “inspiring people with wildlife every day” through fun, interactive opportunities to experience the zoo beyond a typical visit. This role is key to our success in attracting visitors throughout the year. The Special Events Manager works with the Events and Development Team to be the “conductor” of the event orchestra - overseeing planning, flawless implementation, and collaboration between all zoo team members and partners who unite to deliver on our unique event promise. Applicants for this role should be friendly, articulate and possess a desire to create a welcoming environment for our event attendees. Strong customer service skills, organization skills, the ability to troubleshoot and resolve problems, and work in a physically demanding setting are essential. Candidates must be reliable and timely in attendance and have a flexible schedule. The ability to work in a fast-paced environment and independent without constant supervision is required.

Specific Duties & Responsibilities

• Planning and executing events from start to finish to exceed donor and visitor expectations, such as the A Toast to the Wild event series, Cheetah Run, Zootanical, Jack O’Lantern Glow, and over 12 annual Development Events.
• Assist the Senior Special Events Manager with all logistics for other Zoo events, such as Festival of Lights, Zoo La La, Zoofari, Zoo Golf, A Toast of the Wild series (Bourbon Flights, Wild About Wine, Zoo Brew), etc.
• Solicit in-kind donations (food, beverages, etc.) to minimize cost for all events.
• Manage exclusive donor events with sensitivity and precision that deliver memorable and elevated experiences while upholding the utmost care that prioritizes donor preferences, comfort, and relationship-building at each stage.
• Serve as the primary point of contact for donors regarding all event-related inquiries, providing timely, professional, and personalized communication.
• Act as a liaison between our Events Team and volunteers/part-time staff who are assisting with events. Includes sending shift / schedule reminder / orientation materials to part-time help and volunteers.
• Support the Development Department to execute shared events (such as Zoofari, Zoo La La, and Zootanical) and on-site activations. Provides development event support, as needed.
• Create detailed external vendor arrival, set up, and teardown needs based on vendor location within the Zoo.
• Solicit entertainment for all events and create vendor agreements that align with Zoo policies.
• Help ideate and plan new ideas for events. Always look for process improvement ideas to be more efficient, while also looking for new elements that enhance the visitor experience.
• Display excellent customer service skills that support the zoo’s INSPIRED visitor experience philosophy.
• Work closely with Visitor Experience, Park Services, Marketing, Graphics, Public Safety, IT, Animal, Maintenance, Sustainability, Conservation, Purchasing, Group Sales, and SSA Food/Retail/Catering/Private Events teams to operationally execute events as planned, supporting the mission. Communicate effectively to all Zoo internal partners regarding events (from pre-event all the way to post-event).
• Manage timeline of events and be able to be flexible and problem solve as needs arise. Be available to assist throughout the event with any operational needs.
• Assist HR and Admin teams to execute internal employee events. Consult with other departments on event best practices.
• Perform miscellaneous administrative duties in a timely fashion, including but not limited to: finance/invoicing, budget tracking and expense management, purchasing event materials, creation of RFQs for various event product needs, ticket printing/refunds, internal room booking, creating signage, booking animal appearances, managing events inbox, and other duties, as assigned, to support Events team.

DESIRED QUALIFICATIONS

Education & Experience

• A Bachelor’s degree in marketing, communications, business, events, hospitality, or a related field is desired.
• Successful experience in the events, hospitality, or attraction field is preferred.
• Command of Windows-based software and applications is required. Familiarity with ticketing, database, CRM systems a plus (i.e. Galaxy and Microsoft Dynamics).
• Equivalent combinations of education and experience sufficient to successfully perform the essential duties of the job will be considered.

Required Knowledge, Skills & Abilities

• Demonstrated understanding and acceptance of the Core Values and Behaviors of the Cincinnati Zoo & Botanical Garden. Lives these on a day-today basis, “Modeling the Way” for others.
• Have a demonstrated affinity for the Mission of the Cincinnati Zoo & Botanical Garden.
• A positive attitude and growth mindset are must-haves.
• Excellent attention to detail, project management and interpersonal & organizational skills.
• The ability to meet deadlines and shift priorities in a rapidly changing environment.
• Must be able to work independently with little supervision.
• Creativity and an eye for detail in designing new event concepts to engage visitors.
• Customer service and continuous improvement mindset to always enhance the experience for attendees.
• Possess excellent ability to develop and sustain effective working relationships; superior interpersonal skills; ability to work with diverse personalities; tactful; mature; flexible.
• Be timely and reliable in attendance and performance. Willingness to go the extra mile.
• Requires an individual who is highly professional, motivated, proactive, and helpful, who can gain cooperation through expertise, credibility, and building positive working relationships with partners, volunteers, zoo staff, donors, and sponsors.
• Appropriate professional appearance, attitude, and personality to work effectively with Zoo staff members, guests, and the public.

Working Conditions/Other Requirements

• Employment is contingent upon successful completion of a post‑offer, pre‑employment drug & nicotine screen, TB test, and background check.
• Must be able to work a flexible schedule that include evenings, weekends and holidays. Event weeks require long hours and physical labor.
• While performing the duties of the job, the incumbent is regularly required to stand, walk, and perform physical labor to assist with event set-up.
• The incumbent may be exposed to outside weather conditions and must be able to lift/move/carry up to 25 pounds without assistance.
• Must possess a valid driver’s license and be insurable to drive a Zoo vehicle. Must have reliable transportation.

Position Details

This is a full-time, overtime-exempt, and eligible for the Zoo’s benefit programs for non-union employees.

• affordable medical, dental & vision coverage
• 401(k) plan with company match
• flexible spending accounts
• generous paid time off banks
• company-paid disability & life insurance
• park discounts and free passes