Special Events Manager

Pittsburgh Zoo & Aquarium

Position Title:      Special Events Manager                                   Job Code:

Department:       Special Projects & Events                                  Job Grade:

Reports To:          Director of Special Projects & Events              FLSA Status:         Salaried, Exempt

Purpose:

 This position develops, manages, and executes a variety of special events that welcome a wide range of audiences to the Pittsburgh Zoo & Aquarium throughout the year. This role includes event creation & setup, client relations, vendor load-in, activity and entertainment coordination, budgetary accountability, and the supervision of community events staff.

Essential Job Functions:

• Creates, plans, manages, and hosts events geared toward the public that will generate attendance, revenue, and engagement from all members of the Pittsburgh community, with attention to diversity, equity, inclusion, and accessibility.
• Including but not limited to: All 21 Events such as Animal Instincts, Sip & Swirl, Zoo Brew, and other themed events
• Including but not limited to: Zoo Boo, Brunch with Bunny, Brunch with Santa, Breakfast & Lunch with the Animals, and other ticketed events.
• Coordinates all aspects of the Zoo’s annual fundraiser, Summer Safari. From vendor and entertainment acquisition, budgeting, staffing, coordination with Development on sponsors, planning, and execution of the event.

• Researches, solicits, and coordinates with vendors, groups, and community organizations to add interest and value to community events.
• Hires and supervises community events staff, including a full-time Events Coordinator direct report, assistants, interns, and entertainment such as a mascot and chalk artist.
• Coordinates with Private Events Manager to ensure staff coverage and support for both public and private events. Develops schedules and assigns tasks to team members.
• Develops annual budget and meets income and expense line items related to community events
• Coordinates vendor payments and seeks product donations when applicable.
• Manages and tracks online ticketing for special events in coordination with CRM Administrator.
• Coordinates with Development to plan logistics for high-level Zoo supporter events, such as for Donors.
• Incorporates event sponsors secured by Development into Community Events to ensure successful long-term relationships.
• Works with Creative Services to develop print and digital materials for events.
• Works with Catering, Grounds, and Maintenance Departments to manage setup, teardown, and active event needs.
• Works with Marketing & Communications to coordinate strategy and timing for Event releases.
• Communicates special events schedule to appropriate departments through the weekly special events meeting.
• Works with Education to secure live animal visits for special events.
• Develops and coordinates animal enrichment activities with Keeper Staff.

·        Performs other related duties as required.

Required Education/Experience/Knowledge/Skills:

Event Management Experience

·        Minimum 3–5 years of demonstrated experience creating, planning, implementing, and evaluating public‑facing events in a non‑profit, cultural, or mission‑driven organization (e.g., zoo, museum, cultural institution, university, or nonprofit). Some of these events should have attendance of more than 1000 guests.

·        Proven success managing ticketed events, fundraising events, and community engagement programs that drive attendance, revenue, and audience participation.

·        Hands‑on experience overseeing large‑scale annual events and fundraisers, including vendor procurement, staffing, timelines, logistics, and execution.

·        Experience conducting post‑event evaluation, including attendance analysis, revenue tracking, stakeholder feedback, and recommendations for improvement.

Project & Operational Management

·        Strong ability to manage multiple events and projects simultaneously, meeting deadlines while maintaining close attention to detail.

·        Demonstrated experience developing, managing, and meeting annual event budgets, including revenue forecasting, expense tracking, and financial accountability.

·        Experience coordinating vendor contracts, payments, in‑kind donations, and sponsorship integrations.

·        Familiarity with online ticketing platforms and working with CRM/database systems to track attendance and revenue.

Communication & Collaboration Skills

·        Exceptional written and verbal communication skills, with the ability to relay event details clearly to internal teams, external partners, and the public.

·        Demonstrated ability to work collaboratively across multiple departments, including Development, Creative Services, Education, Catering, Grounds, Maintenance, and Animal Care teams.

·        Proven experience serving as a cross‑functional liaison, particularly between Events and Development teams, to support donor, sponsor, and high‑level supporter events.

·        Comfortable leading meetings, coordinating weekly event communications, and aligning multiple stakeholders around shared timelines and goals.

Leadership & Staff Management

·        Prior experience hiring, training, supervising, and evaluating staff, including full‑time employees, seasonal staff, interns, volunteers, and contracted entertainers.

·        Ability to create effective schedules, delegate responsibilities, and maintain appropriate staffing coverage for concurrent public and private events.

·        Demonstrated leadership style that fosters teamwork, accountability, and professional growth.

Equity, Inclusion, and Community Engagement

·        Commitment to diversity, equity, inclusion, and accessibility in event planning, programming, and community outreach.

·        Experience working with community organizations, cultural partners, and diverse audiences to enhance event relevance and inclusivity.

Preferred Qualifications

·        Experience working in a zoological park, museum, aquarium, or outdoor public venue with animal‑related or educational programming.

·        Experience managing high‑end donor, board, or VIP events in coordination with Development or Advancement leadership.

·        Knowledge of creative production processes, including collaboration on print and digital marketing materials.

·        Bachelor’s degree in Event Management, Hospitality, Communications, Marketing, Non‑Profit Management, or a related field, or equivalent professional experience.

Core Competencies & Attributes

·        Highly organized, proactive, and adaptable in a fast‑paced, event‑driven environment

·        Strong problem‑solving skills and ability to remain calm under pressure during live events

·        Professional demeanor when interacting with donors, sponsors, vendors, and senior leadership

·        Passion for mission‑driven work and the Zoo’s role in conservation, education, and community engagement

·        Willingness and ability to work evenings, weekends, and holidays as required by the event schedule

Performance Factors:

1.      Attendance and Dependability: The employee can be depended on to report to work at the scheduled time and is seldom absent from work. An employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious about assignments.

2.      Communication and Contact: The employee communicates effectively both verbally and in writing with superiors, colleagues, and individuals inside and outside the Zoological Society.

1. Relationships with Others: The employee works effectively and relates well with others, including superiors, colleagues, and individuals inside and outside the Zoological Society. Exhibits a professional manner in dealing with others and works to maintain constructive working relationships.
2. Provides excellent customer service in the areas of guest relations and park beautification:

• Answers visitor inquiries or finds someone who can;
• Is knowledgeable of the location of exhibits, restrooms, concessions, rentals, etc.;
• Disposes of litter and waste throughout the park and zoo facilities.

Physical Requirements:

1.       Manual dexterity to operate office machinery such as a personal computer, telephone, copier, etc.

2.       Must have the ability to lift up to 30 pounds for event set-up and tear-down.

3.       Position is primarily sedentary, usually sitting for long periods of time in an office setting.

4.       Position involves working in the park with exposure to all types of weather conditions.

5.       Must be able to work evenings, weekends, and holidays.