Reid Park Zoo is seeking a personable, organized and resourceful Event & Rental Manager to fill an important position within our Development Department. Under guidance from the Chief Development Officer this position is responsible for leading the Zoo’s events and rentals program, ensuring that they are financially viable and align with the Zoo’s mission. This position is also responsible for overseeing, rentals of event spaces at the Zoo for private events, building positive relationships with clients and prospective clients, solicit sponsors for Zoo events, and represent the Zoo in the community. The position oversees operations for events and rentals ensuring that they are executed successfully with proper staffing, equipment, logistics, communication and reporting. This position supervises all event, rental and event technician staff.

Reid Park Zoo’s mission is to connect people with animals, inspiring the protection of wild animals and wild places. Be a part of a vibrant, growing organization as Reid Park Zoo continues to support local and global conservation and the highest standards in animal care while providing educational opportunities and family fun. 

No phone calls or visits please.  This position is open until filled.  We are an Equal Opportunities Employer.  We are committed to attracting and retaining a diverse staff by creating an inclusive environment.

Pay Range: $50,000.00 to $60,600.00 (DOE) / FLSA Exempt

Benefits: This is a fully benefited position, including group medical, dental, vision, life, and disability insurance; paid holiday, vacation, and sick time; retirement plan; zoo membership; employee assistance program, tuition reimbursement, and discounts on concession and gift shop purchases. 

Overview: Oversees the daily operations, maintenance, and booking of a venue while coordinating, planning, and executing internal and external events. Key responsibilities include managing vendor relationships, supervising staff (security, setup, catering), ensuring safety compliance, and driving revenue through marketing, client negotiations, and securing bookings. 

Reports To: Chief Development Officer

Key Responsibilities:

• Planning & Strategy
• Budget & Finance
• Logistics
• Vendor & Staff Management
• Marketing & Promotion
• Execution & Oversight
• Post-Event Analysis

Core Skills & Qualities:

• Exceptional organizational & time management
• Strong communication & interpersonal skills
• Creative problem-solving & multitasking
• Project management expertise
• Risk management & contingency planning

General Duties:

• Demonstrates and models the core values of the Reid Park Zoological Society (RPZS or the Zoo)
• Perform duties in accordance with RPZS policies and procedures
• Provide excellent customer and guest service as a component of all job duties
• Follows Zoo safety protocols and procedures to ensure a safe working environment
• Participates in safety and emergency drills
• May act as Incident Commander for Zoo emergencies and drills

Job Responsibilities:

Events Management                        

• In collaboration with the Chief Development Officer, the Events & Rental Manager is responsible for planning, organizing and executing all aspects of events, from initial concept to post-event analysis
• Organize and manage setup, installation and logistical delivery of signature Zoo events, exhibit openings and donor events.
• Create and administer timelines for events and rentals, oversee event staff in the preparation of BEOs, necessary paperwork and logistical event flows
• Develop a plan for each event’s theme, activities, vendors, entertainment, set-up, programming, merchandise, etc.
• Directly supervises the event staff in securing appropriate vendors and partners for each event
• Work with the Marketing Department on plans for promotion of events and rentals to ensure successful fundraising through ticket sales
• Ensure excellence in customer service for facility rentals clients and event guests through timely communication and post-event follow-up
• Ensure and monitor systems for department inventory controls
• Plan and design efficient storage and maintenance of event and rental supplies and materials
• Collaborate with the Chief Development Officer on budgets and expense monitoring for events and rentals
• Supervise, schedule and manage event support team, part-time, seasonal (on-call) staff and volunteers for rentals and events set up and coordination, execution and tear-down
• Communicate and liaise with other departments and committees as needed including Education and Volunteer staff, Zoo Supervisors and Animal Care staff, Grounds and Maintenance staff in securing and coordinating activities and support for events and rentals

Zoo Rentals

• Supervise rental department and rental staff
• Ensure that all customer enquiries are responded to promptly for sales of zoo rentals and catering
• Ensure paperwork, including BEO’s, date reservations, calendars, meetings, and logistics are being managed and communicated to other departments and necessary parties
• Ensure proper record keeping and file maintenance
• Work with catering vendors to develop creative and themed menu packages
• Ensure the execution of zoo rentals meet or exceed customer expectations
• Develop pricing packages that are competitive and will enable the department to meet revenue goals
• In collaboration with the Development Officer, assist and oversee completion of sales of zoo rentals and assist in representing the Zoo at community tabling experiences to promote rentals and event offerings
• Collaborate with Marketing Department on the development, sales and marketing of creative rentals packages, including holiday parties, weddings, corporate gatherings, and other social functions to support awareness of its mission while leveraging the Zoo’s branding as Tucson’s most unique party setting
• Work with Chief Development Officer to prepare for expansion of sales and rental capacity with the addition of several large and new meeting spaces
• In collaboration with Chief Development Officer, assist to develop plan and implementation for managing simultaneous events across multiple venues

Supervisory Duties

• Ensures the Zoo’s commitment to attracting and retaining a diverse staff by creating an inclusive, welcoming environment where everyone feels they belong
• Ability to constructively mentor and develop staff to promote their professional growth and skills
• Completes 90-day reviews for new hires and jointly creates a work plan with goals for the year
• Delivers annual performance reviews for direct reports and collaborates with them to align on work plan goals for the coming year
• Provides timely feedback, coaching, course correction, along with recognition and positive feedback about performance
• Addresses areas of necessary improvement (tardiness, performance) in a timely way and documents issues in accordance with the Zoo’s performance policies and values
• Participates in recruitment, selection and hiring decisions
• Is involved in promotion and status changes and makes recommendations
• Supervises and schedules staff and approves time cards and time off requests
• Trains and provides coaching to staff to ensure compliance with safety policies, Zoo policies, Zoo processes and procedures, values and cultural goals
• Ensures completion of company (including HR required) training is on time by staff
• Participates in employee relations concerns in partnership with Human Resources and direct supervisor
• Facilitates communication and completion of administrative tasks, events, or other company requirements by staff

Minimum Qualifications, Skills and Abilities

• College degree OR equivalent combination of education and related work experience
• Three years of successful experience in event, project and people management
• Current, valid, unrestricted driver’s license
• Successfully complete pre-hire background check and pre-employment drug screen (we do not test for THC)
• Comply with quarterly random drug testing if selected
• Complete all training as required and on time
• Excellent interpersonal communication skills and ability to maintain positive, constructive relationships, at all levels, with a diverse population of staff, guests, volunteers, vendors and the public
• Excellent interpersonal and communication skills, both written and oral
• Assertive, energetic, and enjoy working in a fast paced, public/guest attraction focused environment
• Ability to take direction, constructive feedback, act or change direction as needed
• Regular physical attendance at work
• Reliable and able to work to a schedule
• Must be able to work a flexible work schedule including evenings, weekends and some holidays
• Ability to lead meetings and train staff to provide guests with the highest level of customer service
• Ability to tactfully handle stressful situations, negotiate and resolve conflicts, maintain confidentiality and respect and observe organizational protocols
• Strong computer skills with proficiency in MS Word, Excel and Google Workspace, and Outlook
• Excellent time management, organization and independent judgment skills
• Ability to take responsibility and problem solve in a proactive manner

Preferred Qualifications, Skills and Abilities

• Experience in hospitality, attractions or corporate event planning and venue rentals
• Additional years of supervisory experience
• AZA Zoo experience strongly preferred
• Fluently bilingual (Spanish / ASL) strongly preferred

Physical Requirements

• Must be able to lift up to 40 pounds often
• Ability to work at heights and safely use ladders
• Bend, stoop, kneel, reach frequently
• Stand and walk for long periods of time
• Repetitious motions with hands
• Must be able to work outside in either cold or hot weather conditions often

Consistent with the Americans with Disabilities Act (ADA), it is the policy of Reid Park Zoological Society to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact the Human Resources Dept.