EVENTS MANAGER

Benefits:

• Health insurance reimbursement
• Simple IRA and contribution
• Employee discounts
• Paid time off

Unit/Location: Marketing / Vero Beach, FL (On-site)
Classification: Full-time / Salaried / Non-exempt
Rate of Pay: $40,000-$48,000 per year
Reports to: Director of Marketing

OVERVIEW
McKee Botanical Garden seeks a dynamic, detail-oriented, and highly organized Events Manager to oversee the planning, execution, and post-event evaluation of all Garden-hosted and Garden-affiliated events. This critical role ensures that events align with McKee’s mission, preserve the integrity of our historic property and living collections, and deliver an exceptional visitor experience.
The Events Manager will serve as the primary liaison between internal teams, external groups, vendors, community partners, and regulatory agencies to ensure seamless planning and flawless execution. This highly visible role requires excellent multitasking abilities, outstanding communication skills, and flexibility to support evening, weekend, and holiday events as needed.

KEY RESPONSIBILITIES
Event Planning

• Collaborate with the Executive Director, Director of Marketing, and department heads to create and manage the annual events calendar.
• Develop and maintain detailed timelines for signature events such as Jungle Lights, Annual Exhibitions, Car Show, Pirate & Fairy Festival, and Waterlily Festival.
• Coordinate with external organizations for hosted events, including the Garden Club of America (GCA) Luncheon, Green Heart Tribe Luncheon, and Gatekeeper Dinners.
• Plan Board and Member Cultivation Events, such as Meet Me at McKee, ensuring all event details are clearly communicated and executed.
• Guide internal teams and external groups on event requirements, including permits, approvals, and deadlines.
• Work with the Volunteer Coordinator to define event-specific volunteer needs and communicate roles and expectations.
• Maintain and track RSVPs for all events, consolidating responses across digital and mailed platforms.
• Prepare and manage event budgets, tracking estimated and actual costs throughout the planning and execution phases.

Execution

• Coordinate event logistics, including deliveries, installations, and set-up, with minimal disruption to Garden visitors.
• Distribute detailed event action plans and schedules to all departments to ensure alignment and preparedness.
• Provide vendors and external hosts with guidelines to safeguard McKee’s historic property and living collections.
• Conduct pre-event inspections to ensure spaces meet high standards of cleanliness, organization, and aesthetic appeal.
• Oversee on-site event operations, ensuring volunteers and staff are equipped with clear instructions and appropriate resources.

Post-Event

• Acknowledge and thank staff, volunteers, and contributors for their support, highlighting exceptional efforts.
• Provide feedback to external vendors, recognizing outstanding performance or offering constructive input as needed.
• Process event-related invoices and reconcile final budgets.
• Organize, inventory, and store event supplies, including reusable materials such as tablecloths and merchandise.
• Conduct post-event evaluations and cost analyses to identify successes, areas for improvement, and opportunities.
• Other tasks as assigned.

REQUIRED QUALIFICATIONS

• Bachelor’s degree in Event Management, Hospitality, Communications, or a related field preferred.
• 3-5 years of professional experience in event planning and management, preferably in nonprofit, cultural, or historic environments.
• Exceptional organizational and project management skills with the ability to balance multiple deadlines.
• Strong communication and interpersonal skills for collaboration with internal teams, vendors, and community stakeholders.
• Proven ability to manage budgets and track expenses accurately.
• Familiarity with preserving historic properties and/or living collections during events is a plus.
• Flexibility to work evenings, weekends, holidays, and mandatory December schedules for Jungle Lights.

WORK ENVIRONMENT
The Events Manager will work in both professional office settings and outdoor garden environments. This role involves routine use of standard office equipment (e.g., computers, phones, photocopiers) and physical activity such as walking, bending, standing, and lifting up to 25 pounds. Outdoor work may involve exposure to heat, direct sunlight, and inclement weather.

EQUAL OPPORTUNITY EMPLOYER
McKee Botanical Garden, Inc. is committed to fostering an inclusive and diverse workplace. Employment decisions are made based on qualifications, merit, and organizational needs, without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, or other protected statuses.