Special Events Manager

Description

Position Purpose

The Special Events Manager is responsible for developing, managing, executing, and overseeing the Garden’s special events and experiences for members, guests, partners and the broader community. This position plays a key role in creating engaging, memorable events that support the Garden’s mission, strengthen member and guest engagement, generate revenue and attract new and diverse audiences.

The Special Events Manager provides leadership and supervision to Special Events Coordinators and collaborate closely with departments and external partners to ensure successful event planning and execution.

Essential Duties

Lead and oversee the planning and executive of Garden Special Events from concept through completion; including developing event plans, coordinating logistics, managing vendors and talent and providing on-site leadership.

Supervise, mentor, and support Special Events Coordinators in the development, coordination, and execution of Garden events.

Develop, manage and monitor budgets for assigned special events, ensuring expenses remain within established parameters.

Develop new special events and identify opportunities to refresh, enhance and rejuvenate recurring annual events.

Research and incorporate emerging event trends, entertainment, artists, performers and other talent to keep event experiences and concert lineups engaging and current.

Negotiate performance and vendor fees, adhering to budget constraints; prepare and execute contracts to confirm booking and ensure timely payment to performer and vendor.

Evaluate the success of each event and prepare reports or presentations addressing guest satisfaction, attendance, revenue, audiences reach and other relevant performance measures.

Coordinate and participate in interdepartmental meetings and planning sessions related to special events.

Collaborate with Garden partner organizations on the development, coordination, and execution of joint events and special projects.

Support the planning and execution of internal Garden events including exhibit-related events, community partnership events, development and fundrasing events, conferences, and other special event project(s) as assigned.

Provide support to other functions within the Event Services department as needed,including food and beverage service, and retail operations.

Collaborate with the Marketing department to develop, edit and coordinate event-related content for the Garden website, postcards, invitations, programs, articles, brochures, social media, and other promotional materials.

Work with the Marketing department to identify target audiences and determine appropriate paid and unpaid advertising and promotional opportunities.

Serve as the media spokesperson for Garden events when requested.

Assess volunteer staffing needs for each event and collaborate with Volunteer Services to recruit and schedule appropriate volunteers.

Partner with Volunteer Services to develop and deliver the annual Special Event Volunteer training and kick-off.

Collaborate with the Safety and Security team to determine event safety, security, crowd management and alcohol compliance needs.

Maintain a professional, welcoming and service-oriented presence with Garden members, guests, vendors, performers, volunteers, partners and staff.

Pay Range: $59,900 to $68,723

Requirements

Competencies

Bachelor’s degree in nonprofit leadership, tourism management, parks and recreation management, or a related field or related experience.

Minimum of two years of experience in event coordination, event management, hospitality, tourism, recreation or a related field.

Experience in customer service, marketing, volunteer management, hospitality or nonprofit organizations is preferred.

Experience supervising, mentoring or leading staff is preferred.

Strong project management and organizational skills with the ability to manage multiple events, priorities, deadlines and budgets simultaneously.

Excellent verbal and written communication skills.

Strong interpersonal skills and the ability to build effective relationships with staff, volunteers, vendors, performers, community partners and guests.

Demonstrated ability to work collaboratively as part of a cross-functional team.

Strong negotiation, problem-solving and decision-making skills.

Ability to manage event budgets and monitor expenses effectively.

Ability to remain flexible and composed in a fast-paced, public-facing event environment.

Demonstrated attention to detail and commitment to providing a high-quality guest experience.

Proficiency with standard office and event-management software and technologiy.

Ability to work independently while exercising sound judgment and initiative.

Valid Arizona driver’s license required.

Ability and willingness to work a flexible schedule, including evenings, weekends, and/or holidays and other nontraditional hours as required by the Garden’s event schedule.

Equipment Used

Typical office equipment.

Internal Communication

Regular communication and interaction with Garden staff.

External Communication

Frequent communication with visitors, potential visitors, caterers, vendors, and contractors.

Working Conditions

Some physical effort beyond what’s typically required in a normal office environment. Extended periods of standing (indoors and outdoors) and walking throughout the Garden (with exposure to elements) expected. Potential for tight deadlines or time periods of high workload may require additional hours. The noise level in the work environment is usually minimal to moderate. At some events (concerts, etc.), noise levels may be excessive.

Must be able to walk, sit, stand, stoop, kneel, bend, see, hear, speak, read, and type. Manual dexterity and the ability to lift up to 10 pounds required. Occasional outdoor work with exposure to the elements is expected.

Reasonable accommodations may be made, when necessary and feasible, to allow a qualified individual to perform essential job functions.

Equal Opportunity Employer

Desert Botanical Garden is an Equal Opportunity Employer and considers all applicants without regard to race, religion, color, sex, gender identity and/or expression, sexual orientation, marital or parental status, age, national origin, veteran status, disability, or any other status protected by law. The Garden fosters and supports workplace diversity, equity, and inclusion to honor the unique perspectives, experiences, and contributions of all, to celebrate successes, and to cultivate individual and institutional excellence.

All employees will help add to the Garden’s diversity and fully embrace it.