Events Manager

SUMMARY

The Events Manager is responsible for creating and selling as well as ensuring successful planning, management, execution, and assessment of the Zoo’s internal events. The Events Manager works closely with cross-functional teams to ensure client satisfaction and event success.

Responsibilities also include developing new markets using relevant sales tools, pursuing designated groups to increase facility usage, assisting in the development of marketing, advertising publication, etc., to effectively represent services to the public to position the Birmingham Zoo, Inc. (BZI) as a premier event space, and as a result, increasing revenue for the Zoo.

ESSENTIAL FUNCTIONS

• Responsible for cultivating new and maintaining repeat business in accordance with revenue objectives.
• Maintains an events calendar of rental activities booked as well as listing all Zoo activities planned. Maintains and updates internal checklist and external checklist for all events.
• Cultivates and maintains close contacts with past and potential clients.
• Works with a cross-functional team to coordinates the activities of and agenda for each event to include Operations, Development, Animal Department, Education, representative from Food and Beverage Management and others as needed.
• With Marketing, develops plans and implements strategies to meet or exceed special event revenue goals.
• With Operations Manager, develops budget and fund-raising objective for department and monitors results.
• Works with Marketing and Guest Services Manager to ensure that the sponsorship and event ticket receipts meet targets set for the event.
• Coordinates with city, county and state licensing authorities for any required special permits or licenses for events.
• Ensures that venues are in “ready condition” in accordance with the client’s specifications prior to client arrival. 
• Handles logistical details for Zoo fund-raisers, including annual black-tie event and similar high-profile donor and public events.  
• Plans and executes all large attendance driving events, including major annual seasonal events, such as year-end holiday event.
• Assists with the management of event volunteers.
• Coordinates and facilitates event committees and meetings.
• Manages and facilitates event staff including bartenders, security, and parking staff.
• Manages alcohol purchase and sales for all events held at the zoo.
• Hires and manages outsourced bartending staff and private security as needed for events.
• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

• Outsourced bartending staff
• Outsourced security staff
• Outsourced parking staff
• Other outsourced vendors
• Oversees BZI staff and volunteers for events.

SAFETY ANALYSIS

The Events Manager position is impacted by hazardous exposures common to an office environment and to facility rental set-up and take down. 

Specific training and procedures will be provided, designed to maintain safety of people as the highest priority of the Zoo followed by the safety of the animal collection. 

The Events Manager, as with any staff member of the Zoo, is required to be familiar with the Zoo’s overall safety policies as outlined in the staff handbook as well as being responsible for reporting any injury immediately to the first aid department, Safety Manager, or Manager on Duty (MOD).

The Events Manager is expected to be familiar with radio protocols and all animal safety protocols inherent to accommodating any special client requests. 

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by staff to successfully perform the essential functions of this job.  While performing the duties of this job, the staff member should expect:

• Use of hands, fingers, tools or controls. 
• Frequently required to stand; walk; sit; reach with hands and arms; stoop, kneel, bend, crouch and talk or hear. 
• Occasionally lift and/or move up to 30 pounds. 
• Periods of frequent walking for long distances
• Exposure to wet surfaces.
• Depending on assignment, exposure to the elements can be expected.

QUALIFICATION REQUIREMENTS

The Birmingham Zoo recognizes that skills and knowledge come from both formal and informal experiences including education, paid work, volunteer service, and life experience. Those who meet the majority of the requirements for a position are encouraged to apply.

Education and work experience

• Bachelor’s degree in hospitality, event planning or equivalent.
• 3-5 years proven success in complex event planning and coordination, or equivalent combination of education and experience.

Skills and knowledge

• Be flexible and can handle multiple projects simultaneously and meet frequent deadlines.
• Be detail-oriented and self-motivated.
• Have people management experience as well as proven managerial experience within event management.
• Experience researching, negotiating contracts for meeting services and external vendors. Hospitality industry experience helpful.
• Ability to plan and organize work in an efficient and cost-effective manner.
• Ability to adhere to standard operating policies and procedures.
• Proficient using the latest versions of Microsoft Office, Word, Excel, Teams, PowerPoint and Google Calendars.
• Ability to act with integrity, professionalism, and confidentiality as well as exercise extreme discretion.
• Excellent written and verbal communication skills; high energy and enthusiasm for completion of tasks; team building skills; and the ability to handle multiple tasks.  
• Ability to think critically and demonstrated time-management skills.
• Ability to convey information clearly and concisely.

• Good presentation and public speaking skills. Professional, positive, and enthusiastic demeanor.

• Strong organizational skills.

Desirable qualities

• Strong interest in advancing the conservation missions of zoos and aquariums.

Other Requirements:

• Be First Aid/CPR certified or willing to be trained and certified.
• Be willing to occasionally travel locally. 
• Have a current, valid driver’s license with no major traffic violations within the last three years. A pre-employment Motor Vehicle Report (MVR) check will be conducted, and an annual MVR review is required.
• Have, or be willing to get, TIPS/Responsible Vendor Certification.
• Have current negative TB test and provide documentation thereof or be willing to have a TB test.

POSITION TYPE AND HOURS OF WORK

• Full-time, exempt (salary)
• Hours Required:
  • Weekdays and weekends.
  • Evening hours (during events).
  • Some Holidays (during events).
• Will be included in Manager on Duty (MOD) rotation.

WORK ENVIRONMENT 

Birmingham Zoo is committed to being a place where everyone feels welcome, whether as a guest, team member, or part of our broader community. Our core values— Passion, Excellence, Teamwork, Stewardship, and Inclusion— shape a work environment where respect, collaboration, and learning are valued. We encourage candidates with unique perspectives and experiences to apply.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

Birmingham Zoo is an Equal Opportunity Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected status, or any other characteristic protected by law.

APPLICATION PROCESS 

Applications will be accepted until the position is filled.

If selected, a background check and drug test will be conducted prior to beginning employment.

Birmingham Zoo Inc. is a not-for-profit entity.