Special Events Associate Manager

POSITION SUMMARY

The Special Events Associate Manager leads the strategic planning, coordination, and execution of Utah’s Hogle Zoo’s signature events, including the annual fundraiser, seasonal ticketed experiences, and other promotional activities that drive attendance and revenue. This role requires  leadership, collaboration, creativity, and successful execution. In this position, you will manage vendors, contractors, and internal teams to deliver exceptional guest experiences aligned with the Zoo’s mission. The manager ensures projects stay on schedule, within budget, and meet quality standards while fostering strong relationships with sponsors and stakeholders.

At the zoo we look for employees who are passionate about conservation, who approach their daily work with a can-do attitude, who are resourceful, who communicate respectfully with everyone, and are ready to work hard supporting the zoo’s mission of creating champions for wildlife by making connections between people and animals to inspire action. 

REPORTING RELATIONSHIP

Reports directly to the Vice President of Advancement.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Leadership Competencies

• Strategic Thinking: Ability to align event strategies with organizational goals.
• Influence & Relationship Building: Skilled at fostering partnerships and securing stakeholder buy-in.
• Decision-Making: Confident in making timely, informed decisions under pressure.
• Team Development: Committed to coaching and empowering team members.
• Adaptability: Thrives in dynamic environments and manages change effectively.
• Fiscal Accountability: Demonstrates strong financial stewardship and resource management.

Strategic Planning & Coordination

• Develop and manage an annual event calendar with timelines, budgets, and resource allocation.
• Oversee all aspects of event logistics, ensuring smooth execution through vendor and contractor management.
• Commit to the zoo’s mission and conservation efforts.
• Evaluate existing events and identify new opportunities to enhance engagement and revenue.
• Explores and provides analysis on new event opportunities.
• Identifies and solicitates potential event sponsors.
• Ensure the timely and accurate communication of special events activities with appropriate Zoo departments, staff, outside vendors, media, sponsors, and volunteers.

Team Management

• Provide clear direction to staff and external partners; ensure accountability for deliverables.
• Serve as the primary liaison between internal departments, sponsors, and vendors.
• Maintain effective communication and collaboration across all stakeholders.

Budget & Compliance

• Manage event budgets responsibly and monitor expenses.
• Secure necessary permits and ensure compliance with regulations.

Quality Assurance

• Ensure all creative elements meet brand standards and guest experience expectations
• Regularly communicates progress, challenges faced, and status of Zoo events to the Director of Advancement.
• Conduct post-event evaluations to measure success and identify improvements.
• Work overtime as required.
• Maintain strict confidentiality.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES NEEDED

• Experience managing large-scale events with multiple stakeholders.
• Familiarity with fundraising events and donor engagement strategies.
• Knowledge of creative design principles and event branding.
• Proven ability to lead teams and manage external vendors.
• Strong organizational, communication, and negotiation skills.
• Proficiency in Microsoft Office and project management tools.
• Ability to work under pressure and meet deadlines.
• Experience working in nonprofit or cultural institutions.

EDUCATION AND EXPERIENCE EXPECTATIONS 

• Minimum 7–10 years of experience in event planning and project management.
• Certification in project management (e.g., PMP) or event planning.

OTHER REQUIREMENTS FOR THIS POSITION 

• Utah’s Hogle Zoo is a drug-free workplace. All employees are subject to random drug testing. 
• Provide a negative TB test prior to hire date and maintain TB testing through course of employment.  

WORK ENVIRONMENT

The role requires working outdoors and occasionally lifting up to 70 lbs. Candidates should be prepared for a flexible schedule that includes evenings, holidays, and weekends, and must be able to handle extreme weather conditions. There is an expectation to work at events where alcohol is served and to obtain the necessary alcohol serving certification. Experience with heavy equipment, including forklift operation, is preferred, or candidates should be willing to learn. Additionally, the position may involve working at heights, necessitating comfort and safety in such environments.

Utah’s Hogle Zoo is an equal opportunity employer that strives to create a welcoming environment for all.