Manager, Special Events

Job Description : Position Title: Manager, Special Events
Location: Bronx Zoo
Job Type: Full-Time
Department: Global Resources

About Wildlife Conservation Society (WCS):
WCS stands for wildlife and wild places. As the world’s premier wildlife conservation organization, WCS has a long track record of achieving innovative, impactful results at scale. We run programs spanning the entire ocean and more than 3 million biologically critical square miles in nearly 60 countries.  We build on a unique foundation: Our reach is global; we discover through best-in-class science; we protect through work on the ground with local and indigenous people; we inspire through our world-class zoos, aquarium, and education programs; and we leverage our resources through partnerships and powerful policy influence.  Our 4,000 diverse, passionately committed team members in New York City and around the world work collectively to achieve our conservation mission.

The Opportunity:
You are an experienced events professional who is eager to plan and execute in-person and virtual events that showcase WCS’s important mission for donors and prospective donors, and help bring in revenue to advance that mission. You are a reliable team player who has the ability to interface with all levels of the organization in a collaborative manner. You have great organizational skills, and can successfully manage a continuous workflow and shifting priorities in a multi-tasking environment with meticulous attention to detail.

Reporting to the Assistant Director of Special Events in the Global Resources group, you will independently direct and manage the planning and execution of strategic, high-end donor-focused events, both ticketed and unticketed, including more intimate donor gatherings (10-25 people), as well as larger cultivation and stewardship events (25-200 people); and provide critical support to the production and execution of our fundraising benefits.

Responsibilities:

• You will lead the planning and execution of high-level, in-person and virtual cultivation and stewardship events, with responsibilities including but not limited to:

• Managing the development and review of all mailing lists
• Collaborating with the Global Resources team to develop event themes
• Building and managing event budgets, timelines, and run-of-show
• Managing the design and production of all print/electronic collateral including invitations, programs, signage, etc. 
• Overseeing the creation and deployment of event email communications in Salesforce Marketing Cloud
• Managing expense reporting and budget reconciliation

• Tracking responses and analytics
• Coordinating with the Research Team to develop guest bios
• Managing all vendor relationships including event coordination and processing contracts and payments
• Liaising across the organization to plan and execute events
• Coordinating staff volunteers and assignment of event duties
• Overseeing speaker coordination, event program content and development
• Providing leadership and coordination for the day of the event for both on-site and virtual events

 

• You will also work with the Senior Director and Assistant Director of Special Events on planning and implementation of fundraising benefits, with responsibilities including:

• Managing the intake and processing of gifts, and ensuring accurate and timely production of acknowledgments and other follow-up materials as necessary
• Overseeing data entry (Salesforce), analytics, and revenue/expense reporting (SAP)
• Coordinating the development and review of all mailing lists
• Assisting with the management and production of all print/electronic materials including invitations, programs, signage, event webpage, slideshow, etc. 

 

• Additional Responsibilities:

• Maintain the implementation and management of the Global Resources event calendars
• Serve as liaison with other departments on training and follow up on the WCS master events calendar
• Track event revenue and expenses and oversee budget reconciliation of cultivation events budget.
• Oversee the creation of Event Metrics reports and analysis
• Staff department events and assist with managing on-site production as needed. May require some evenings, weekends and travel.
• Assume supportive duties related to 3 annual benefits, and special projects as needed.
• Perform all other duties as requested.

  Qualification Requirements :
Minimum Qualifications:

• B.A./B.S. degree
• 4+ years of progressively responsible events fundraising experience
• Proven track record of developing and executing successful events
• Superb organizational, multi-tasking, and follow-through skills
• Experience sourcing and managing vendors to meet goals on time and within costs
• Skilled at proactively troubleshooting with a calm positive approach
• Strong budget management skills
• Solid written and oral communication skills
• Judgment and tact needed to interact successfully with high-level donors and senior WCS administrative and program staff
• Creative self-starter, with the ability to work independently within a large institution, in addition to functioning as an integral member of a professional team
• Proficiency in:

• Donor database software
• Email deployment within a digital marketing system
• Microsoft Office applications including Word, Excel, and PowerPoint
• Google applications
• Basic design (within programs such as Photoshop, Adobe Illustrator, Canva)
• Video Communication Apps
• Budget tracking system

• Ability to work evenings and weekends as needed

Preferred Qualifications:

• Experience with Salesforce, Salesforce Marketing Cloud, SAP, Zoom, and knowledge of basic HTML and CSS coding
• Interest in WCS mission

Workplace Conditions and Environment:
• Some evenings, weekends and holiday work will be required.
• Travel to multiple locations in the New York City area will be required.
• Occasional travel out of state may be required (1-4 trips per year).


WCS is an equal opportunity employer dedicated to hiring and supporting a diverse workforce. We are committed to cultivating an inclusive work environment and look for future team members who share that same value.  EOE/AA/M/F/Vets/Disabled