Special Event Manger

Ijams Nature Center is a hub in the Knoxville community and not only works to connect people to nature through education, recreation, conservation and research, but we host over 150 special events each year, including large scale public events as well as numerous small workshops and classes. Some of our events include movie nights, music festivals, comedy shows, fundraisers, and more. Reporting to the Visitor Services Director, the Special Events Manager will embrace the role of planning, organizing, and executing a variety of events that engage the community and support the Ijams Nature Center’s mission. This position requires exceptional organizational skills, creativity, and the ability to manage multiple tasks simultaneously. The ideal candidate is passionate about event management and community engagement, with a talent for event planning and logistics. The Special Events Manager will work to create memorable experiences that strengthen Ijams' mission, expand community engagement, and support long-term sustainability at Ijams through connecting audiences to Ijams. This is a full-time, year round position that has variable hours depending on event needs; most shifts will occur on Friday nights and weekends.

Duties and Responsibilities

Special Event Duties: Event Planning:

● Work to organize details and logistics for each event, coordinate and schedule event attendants and staff, and be the lead on the day of the event to ensure that the event runs smoothly.

● Work with community partners to create opportunities for special events that benefit both partner entities.

● Schedule food vendors for various Ijams events and some rentals as requested.

● Assist in managing event budgets by tracking expenses, obtaining vendor quotes, processing purchases, and ensuring events remain within budget guidelines.

● Coordinate with vendors, entertainers, instructors, sponsors, and community partners to ensure all event logistics are communicated and executed successfully.

● Collaborate with Education, Development, Facilities, Conservation, Marketing, and Visitor Services staff to coordinate event logistics and communication.

● Work on event evaluations to gather data on what went well, what we need to improve on, and the overall outlook of Ijams that clients have.

● Create and organize event contracts as needed.

● Create requisition forms for partner payouts Event Logistics

● Prepare event venues by coordinating room layouts, equipment, signage, supplies, and cleanliness to ensure a welcoming and professional guest experience.

● Develop event timelines, production schedules, and setup/checklists to ensure efficient event execution. ● Schedule event staff for all events where extra staffing is needed

● Monitor event safety, respond appropriately to emergencies or changing conditions, and communicate with appropriate staff to ensure a safe experience for visitors, volunteers, and vendors.

● Train, coordinate, and supervise volunteers to ensure a positive volunteer experience and successful event operations.

● Monitor weather conditions before and during events and assist in implementing contingency plans when necessary.

Operations:

● Open and close buildings, facilities and outdoor venues, including setting security alarms and operating parking lot lights.

● Set up event details: check in areas, opening tills for gate and bars, gates for security, trash and recycling bins, sound systems, etc.

● Operate projectors, sound systems, computers and other event features.

● Answer questions from guests and provide directions as needed.

● Complete trash and recycling runs for the venue at the end of each event.

● Ensure that guests practice environment friendly habits while on the grounds and obey rules during events.

● Assist bartenders by clearing trash, prepping stations, assisting with spills, etc.

● Ensure that the venue is clear of all decorations, supplies and trash following each event, and ensure that the venue/grounds did not suffer damage due to the event.

● Complete event report data from each event to help monitor the success of each event.

● Help manage photos from events and log them into the photo database with proper labels.

● Collect fees from food vendors at the end of events where applicable.

● May need to fill in as a bartender for events/quarry as needed.

Social Media/Marketing:

● Develop marketing plans for events, including social media campaigns, email marketing, website updates, print materials, and promotional partnerships.

● Create engagement content for Ijams that will appeal to a broader audience to increase post engagement

● Create graphic designs for posters, event pages, etc..

● Create or update event pages/event posts on the Calendar of Events and website based on needs/changes.

● Create marketing strategy for each event that will streamline when posts go out to boost engagement, visibility, and keep the public updated with changes, etc.

● Make sure that all sponsors are properly tagged and recognized according to sponsor levels for each event.

Visitor Relations and Customer Service:

● Provide excellent customer service by welcoming visitors, answering questions, and offering information about the nature center, trails, programs, and exhibits.

● Handle complaints or conflicts in a professional and timely manner, escalating issues as necessary to the Visitor Services Director.

● Promote a positive visitor experience and encourage repeat visits.

Front Desk/Gift Shop/Concessions/Quarry/Point-of-Sale System (POS)

● In the event of front desk staff absences, staff front desk.

● Ring up gift shop sales, help guests with trail directions, prep concession items, etc.

● Assist with parking pass and membership information for guests daily.

● Answer calls- process call needs and forward them as necessary.

● Reconcile cash drawer each day at close of business and put money in safe for bank deposit as needed.

Other duties as assigned.

Qualifications:

Ijams is looking for a friendly and enthusiastic individual to join the Visitor Services team.The ideal candidate must be responsible, proactive and comfortable in and around large groups of people. Must be able to work independently or within a group/committee atmosphere. Excellent customer service skills are required. Qualified candidates must be at least 21 years old and would ideally have:

● 2 years of professional event experience including special events, rentals, or equivalent experience clearly demonstrating skill sets applicable to these areas.

● At least 3 years of customer service experience.

● Strong organizational and project management skills.

● Working knowledge of computers and computer software including Microsoft Office, Google Workspace, Canva, Square POS, Meta Business Suite, etc.

● Excellent written/oral communication and customer service skills.

● Experience operating and troubleshooting basic audio/visual equipment.

● Basic photography and photo organization experience preferred.

● Ability to multitask while maintaining attention to detail.

● Ability to deal with difficult people and situations in a calm, professional manner, as well as, make decisions quickly.

● Flexibility, the ability to problem solve, and a sense of humor.

● Ability to work irregular hours, shifts or weekends as required.

● Ability to work independently as well as part of a team.

● Ability to pass training class and hold a current ABC Card issued by the Tennessee Alcohol and Beverage Commission.

● Familiarity with social media and marketing.

● Bachelor’s degree preferred, but not required.

● Ability to lift up to 40 pounds.

● Valid driver’s license.

In addition, the following is preferred, but not required:

● Interest in environmental education.

● Comfortable with large-scale events.

● Knowledge of Ijams trails and facilities.

Physical Requirements

● Must be able to lift and carry or otherwise move up to 40 pounds.

● Must be able to traverse safely over uneven or irregular terrain.

● Must be able to work safely and effectively in outdoor environments in all weather conditions.

● Must be able to outfit yourself in proper clothing/gear to work in outdoor environments in the event of rain, snow, wind, high pollen count, heat, etc.

● Must be able to see and respond appropriately to potentially dangerous situations.

Compensation/Benefits The starting pay for this position is $20 per hour with full benefits package.

About Ijams Nature Center

Ijams Nature Center is a nonprofit nature center located on the banks of the Tennessee River near Knoxville’s urban center. Its mission is to encourage stewardship of the natural world by providing an urban greenspace for people to learn about and enjoy the outdoors through engaging experiences. Ijams Nature Center manages 335 acres of land with more than 14 miles of trails, a large Visitor Center, Mead’s Quarry lake, mountain biking trails, river access, gardens, and much more. People of all ages attend educational programs, including school field trips, family programs, summer camps, and adult workshops.

Equal Opportunity Employment

Ijams Nature Center is an equal opportunity employer and does not discriminate against employees or job applicants on the basis of race, religion, ethnicity, sexual orientation, gender identity, age, national origin, mental or physical disability, veteran status, or any other status or condition protected by applicable state or federal laws. These anti-discrimination policies also apply to volunteers and program recipients. Ijams Nature Center provides reasonable accommodations to all applicants and employees. Applicants with disabilities may request reasonable accommodation at any point in the employment process.

To Apply: Send resume, cover letter, and three references (will not be contacted without notice) to Sarah Brobst, Visitor Services Director at sbrobst@ijams.org. Position open until filled.