Zoo Billable - Supervisor - Special Events

GENERAL DESCRIPTION


Under the direction of the Manager - Zoo Development, the Supervisor - Special Events creates the vision, develops, plans, and executes small and large special events throughout the year. In coordination with the Development team, this position will ensure all event revenue goals are met, build strong community and vendor relationships, and advance the mission of the Abilene Zoo.


SUPERVISION EXERCISED


This position exercises supervision over Customer Service - Zoo, Events Coordinator -PT, event staff and may exercise supervision over Abilene Zoo volunteers.


IMPORTANT AND ESSENTIAL DUTIES


Lead the development of innovative and engaging events that align with the mission and values of Abilene Zoo, showcasing creativity and originality.


Collaborate across the organization to create, plan, and execute all assigned special events including selecting thematic concepts, building event timelines, preparing budgets, and analyzing revenue results.


Lead the planning and event execution for the annual gala.


Build and maintain long-term, strategic relationships with vendors, sponsors, volunteers, and community partners.


Coordinate with Marketing Coordinator - Zoo on all event promotion, signage, and invitations.


Update and maintain Zoo calendar and community calendars to accurately reflect Zoo events.


Conduct post-event follow-up and provide recommendations for the next event.


Coordinate and lead pre-event planning and post-event analysis with internal staff.


Utilize event software and organization's database to create event invitation lists, maintain RSVPs, and generate reports.


Drives a City vehicle or personal vehicle to conduct business on behalf of the City.


OTHER JOB RELATED DUTIES


Perform other job related duties and responsibilities as assigned.


KNOWLEDGE, SKILLS, AND ABILITIES


Knowledge of:


Comprehensive principles, practices, and trends in special event planning, coordination, logistics, and execution for both public and fundraising events.


Fundraising event strategy, sponsorship development, donor engagement, and revenue generation best practices.


Vendor management, community partnership development, volunteer coordination, and customer service best practices.


Event software, database management systems, and reporting tools; experience with Altru or similar event management platforms preferred.


Marketing and promotional coordination related to special events, including event branding, communications, and public engagement strategies.


Applicable federal, state, and local laws, regulations, and safety standards related to public events, facilities, labor practices, and occupational health and safety.


Skill to:


Develop and execute innovative, mission-driven events that enhance community engagement, attendance, sponsorship opportunities, and organizational visibility.


Lead and coordinate multiple complex projects simultaneously while meeting deadlines, budget expectations, and operational goals.


Establish, negotiate, and maintain effective working relationships with sponsors, vendors, volunteers, community organizations, and internal stakeholders.


Analyze event performance metrics, attendance trends, and financial outcomes to provide strategic recommendations for future events.


Interpret and apply federal, state, and local laws, regulations, policies, and procedures related to public events and facilities.


Prepare, present, and communicate clear, concise, and professional oral and written reports, correspondence, presentations, and event materials.


Utilize event management software, databases, spreadsheets, and other technology to organize event logistics, maintain records, generate reports, and track event participation.


Safely operate a motor vehicle while conducting City business.


Ability to:


Work evenings, weekends, holidays, and extended hours as required to support event operations and organizational needs.


Lead, supervise, motivate, and develop staff, volunteers, and event teams in a collaborative and professional manner.


Maintain a high level of professionalism, adaptability, and composure while managing fast-paced, high-profile, and large-scale events.


Exercise sound judgment, creativity, and problem-solving skills in addressing operational challenges before, during, and after events.


Provide exceptional customer service and foster positive experiences for guests, sponsors, vendors, donors, and community partners.


Work effectively under pressure, manage competing priorities, and adapt to changing event needs and schedules.


Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.


Follow and embrace the City of Abilene Core Values - Respect, Integrity, Service Above Self, and Excellence in All We Do.


Lead, manage, and perform as a team member in a manner that accomplishes the Division's mission and treats team members with dignity, courtesy, and respect.


Experience and Training Guidelines:


For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:


Experience:


A minimum of three (3) years of event planning experience is required.


Proven success conceptualizing, organizing, and executing, large events with attendance of at least 10,000 people is preferred.


Education/Training:


A high school diploma or GED is required.


A Bachelor's Degree in Business, Communications or related degree is preferred.


License or Certificate:


A valid Texas Driver's License, the ability to obtain one within ninety (90) days of employment, or a military waiver is required.


Special Requirements:


Essential duties require the following physical skills and work environment:


Bloodborne Pathogens training, HazCom training, and HIPAA Compliance training are required within sixty (60) days of employment.


First Aid/CPR certification and recertification are required following employment.


Some extended work hours are required during events.


Some weekend, evening, and holiday work are required during events.


With or without accommodation, the "X" indicates the overall strength demand of the position during a typical workday:


___ Sedentary - lifting of no more than 10 pounds


___ Light - lifting no more than 20 pounds; carrying up to 10 pounds


_X_ Medium - lifting no more than 50 pounds; carrying up to 25 pounds


___ Heavy - lifting no more than 100 pounds; carrying up to 50 pounds


___ Very Heavy - team lifting over 100 pounds; carrying more than 50 pounds


Physical Demand Codes: The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:


Codes for how often:


N = No


E = Extensive (100 - 70% of the time)


M = Moderate (60 - 30% of the time)


I = Infrequent (20 - 10% of the time)


A = Almost Never (<10% of the time)


Code / Task


_M_ Standing


_M_ Sitting


_M_ Walking


_M_ Lifting


_M_ Carrying


_M_ Pushing/Pulling


_M_ Overhead Work


_M_ Fine Dexterity


_I_ Kneeling


_M_ Crouching


_I_ Crawling


_M_ Bending


_M_ Twisting


_M_ Climbing


_M_ Balancing


_E_ Vision


_E_ Hearing


_E_ Talking


___ Other: