What are the responsibilities and job description for the Special Events Manager position at Zoological Society?
Pittsburgh Zoo & Aquarium
Position Description
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:
- 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.
- Communication and Contact: The employee communicates effectively both verbally and in writing with superiors, colleagues, and individuals inside and outside the Zoological Society.
- 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.
- 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:
- Manual dexterity to operate office machinery such as a personal computer, telephone, copier, etc.
- Must have the ability to lift up to 30 pounds for event set-up and tear-down.
- Position is primarily sedentary, usually sitting for long periods of time in an office setting.
- Position involves working in the park with exposure to all types of weather conditions.
- Must be able to work evenings, weekends, and holidays.
Salary : $50,000 - $55,000