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Special Events Manager

Position Title: Special Events Manager
Department: Marketing
FLSA Classification: Exempt
Reports to: Director of Marketing
Resumes to: support@hrandbeyond.com

Nature of Work

The Special Events Manager works cooperatively with Zoo Miami Foundation and Zoo Miami staff, volunteers, sponsors, donors and vendors to plan and execute a variety of ZMF special events – large and small.  Those events include its annual fundraisers, donor engagements, Board socials, Board meetings, Wild Bunch events, Member events and other special events on and off-site throughout the year in support of the mission and as required by the Development, Executive and Marketing departments as well as the Board.

Essential Duties

  • Plans and coordinates all elements of each event including: timeline, volunteer needs, registration, site layout, sound and lighting, food, beverage, crowd control and other promotional activities that help meet established attendance and revenue goals as set by the Marketing Director, Membership Director and the Chief Development Officer.
  • Utilize knowledge of laws, ordinances, & permits when planning, developing, and implementing special events and promotional/fundraising activities.
  • Oversees and supervises all ZMF special events to ensure proper financial controls, smooth execution, and thorough follow-up of each event.
  • Works cooperatively with Marketing team members and other departments to create and review all collateral materials for special events.
  • Ensures complete, timely and accurate communication of Special Events activities with appropriate departments, staff, vendors, committees and volunteers.
  • Creates, manages and evaluates operating budgets for all ZMF special events.
  • Supports Development in soliciting, retaining and upgrading new and existing corporate and individual sponsorships and services for events.
  • Researches ideas and recommends special events that will capitalize on market trends and donor/member engagement.
  • Collaborates and supports Marketing team members, Zoo Events and Sales Supervisor and Zoo Operations Specialist to assist with Zoo Miami special events.
  • Prepares and manages the annual plan and budget for special events, reporting on each event’s finances during all planning and implementation stages.
  • Recommends, negotiates, formulates, and maintains contracts/agreements with and serves as liaison with contractors, food vendors and other suppliers, entertainers, and speakers. 
  • Plans for legal review of contracts/agreements as needed.
  • Provides post event review for all events documenting successes and areas of improvement with photographs and/or videos.  Review to include a written evaluation to determine effectiveness and profitability.
  • Utilize organizational skills and attention to detail to successfully complete tasks.
  • Maintains and nurtures donor, contributor, participant, attendee, and vendor relationships post events for future events or needs.
  • Other duties as assigned.

Required Education/ Experience

A bachelor’s degree in hospitality management, communications, project management, marketing, PR or related field is preferred.  Minimum of two years’ experience in meeting/special event planning or related professional experience required. Bilingual in English and Spanish preferred.

License(s)/Certifications

Current Florida Driver’s License in good standing.

Communication Skills

Ability to read and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports and effectively present information and respond to questions from groups of managers, clients, customers, and the general public.  Ability to interact with donors, vendors, volunteers and staff in a collaborative manner.

Reasoning/Mathematical Skills

Ability to plan and coordinate the ordering, receipt and utilization of supplies and materials.  Ability to define problems, collect data, establish facts, and draw valid conclusions.

Computer Skills

Proficiency in MS Office Applications, including MSWord, Excel and PowerPoint.

General Physical Requirements

  • Medium work:  Exerting up to 50 pounds of force occasionally and/or up to 20 pounds of force frequently, and/ or up to 10 pounds of force constantly to move objects. 
  • Balancing: Maintaining a body equilibrium to prevent falling when walking, standing or crouching on narrow, slippery or erratically moving surfaces. 
  • Stooping:  Bending body downward and forward by bending spine at waist. 
  • Kneeling:  Bending legs at knee to come to a rest on knee or knees.
  • Crouching: Bending the body downward and forward by bending leg and spine.
  • Crawling:  Moving about on hands and knees or hand and feet.
  • Reaching:  Extending hand(s) and arm(s) in any direction.
  • Standing:  Particularly for sustained periods of time.
  • Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
  • Pushing:  Using upper extremities to press against something with steady force in order to thrust forward, downward, or outward.
  • Pulling:  Using upper extremities to exert force in order to draw, drag, haul or tug objects in a sustained motion.
  • Lifting:  Raising objects from a lower to a higher position or moving object horizontally from position-to-position. 
  • Fingering:  Picking, pinching, typing, or otherwise working primarily with fingers rather than with the whole hand or arm as in handling.
  • Grasping:  Applying pressure to an object with the fingers and palm.
  • Talking:  Expressing or exchanging ideas by means of the spoken word.
  • Hearing:  Perceiving the nature of sounds at normal speaking levels or without correction.
  • Repetitive Motions:  Movements (motions) of the wrists, hands and/or fingers.
  • Visual Acuity
    • The worker is required to have close visual acuity to perform an activity such as:  preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading; visual inspection involving small defects, small parts and/or operation of machines; using measurement devices; and/or assembly of fabrication of parts at distances close to the eye. 
    • The worker is required to have visual acuity to operate motor vehicles or heaving equipment.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Work with minimal supervision.
  • Able to successfully manage multiple tasks.
  • Able to work a flexible schedule, including nights and weekends. While performing the duties of this job, the employee is frequently exposed to an indoor office environment climate condition and occasional outdoor weather conditions
  • Employee will be required to occasionally travel as part of the needs of the position.
  • The noise level in the work environment is usually moderate.
Applicants must email a resume to support@hrandbeyond.com

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