Events Program Manager

SALARY & FLSA: $77,969 – 94.569.45 per year; FLSA exempt

The $77,969 annual starting pay is structured to be competitive and may extend up to $80,000 of the annual range, reflecting our commitment to offering competitive compensation to qualified candidates.

OPENING DATE: 03/18/2025

CLOSING DATE: 04/08/2025

JOB TYPE: Regular, Full-time

UNION: Non-Represented

OPENINGS: 1

LOCATION: Onsite

DEPARTMENT: Events

This position is a 40-hour work week position, Monday through Friday with flexibility to work weekends and evenings for events.

HOW DO YOU ZOO?

More than 1.3 million people visit Woodland Park Zoo each year. We connect people with wildlife and remind them of what’s at stake in our changing world. Our job is to motivate people to take action and provide them with the tools needed to join us in saving endangered species. Working for the zoo means upholding our mission, “To save wildlife and inspire everyone to make conservation a priority in their lives.” Apply today and show us how you zoo.

Who You Are

As our new Events Program Manager, we know you will be successful in this role because you are:

• You’re a master of event logistics and leadership: From coordinating large-scale events like WildLanterns to intimate donor gatherings, you manage every detail with precision while leading and mentoring a high-performing team.
• You thrive in dynamic, fast-paced environments: Whether juggling multiple projects, adapting to last-minute changes, or ensuring smooth event execution, you stay calm, organized, and solutions-focused.
• You’re a collaborative relationship builder: You foster strong connections across departments, vendors, and stakeholders, ensuring seamless event coordination and an exceptional guest experience.
• You bring creativity and strategy together: With an eye for innovation and a data-driven mindset, you design engaging, mission-aligned experiences that captivate audiences and enhance the zoo’s impact.
  
  

Your Primary Responsibilities

• Manage the internal Events department team and oversee every aspect of event operations, including planning, guest experience, event objectives, communication, and staff assignments.
• Collaborate closely with the Events Installation Manager on all major zoo events.
• Ensure that all events align with the zoo’s brand, community values, and mission.
• Maintain strong working relationships with the External Relations department and Development team leaders to meet objectives for events such as Jungle Party, gate driving events and donor dinners and experiences.
• Contribute to operational and budget planning by providing relevant information and recommendations.
• Establish guidelines for staff billing, time tracking, and resource allocation.
• Manage, develop, coach, and train Event Department staff to enhance their ability to independently develop and produce a wide range of events.
• Enhance the department’s reputation by proactively accepting new responsibilities and identifying opportunities for improvement.
• Develop and maintain relationships with external vendors; negotiate pricing and service agreements to enhance the experience of the event and improve profitability.
• Identify and resolve issues related to client experience and event production by monitoring trends, recommending improvements, and implementing necessary changes.
• Escalate issues requiring Director approval.
• Coordinate and facilitate event-related meetings (e.g., weekly BEO/Catering, weekly Admissions, bi-weekly Grounds/Maintenance) and staff check-in sessions to review performance and identify improvements.
• Oversee post-event follow-up through effective communication and feedback loops, including performance analysis and metric preparation.
• Act as the primary liaison with departments such as Maintenance, Grounds, Horticulture, Animal Management, Guest Services, Learning & Innovation, Engagement and Volunteers to ensure clear communication and conflict resolution.
• In tandem with the Events Installation Manager, oversee all aspects of the WildLanterns program—from design and timeline planning to build, install/strike, and logistics.
• Coordinate budget adjustments, expense tracking, and resource allocation, ensuring consistency in messaging and adherence to schedules.
• Manage logistical coordination for auxiliary partners (vendors, transportation, entertainment), including scheduling and load-in/load-out operations.
• Support financial objectives by forecasting requirements, preparing an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions for both WildLanterns and events programs.
• Collaborate with the Director of Security to support and execute emergency management planning for special events.
• Continuously update job knowledge through education, professional publications, networking, and engagement with industry organizations related to Event Operations and Program/Project Management.
• Provide high-quality customer service to internal and external zoo clients.
• Manage and update the Ungerboeck Event Management software by ensuring timely data entry, monitoring system performance, and coordinating with IT for necessary updates and enhancements to support efficient event planning and operations
  
  

Preferred Qualifications

Ability to speak a language in addition to English.

Qualifications

• Bachelor's degree (B.A. or B.S.) from an accredited four-year college or university or five or more years of related experience and/or training, or an equivalent combination of education and experience.
• Experience managing volunteers and/or committees.
• Ability to read, analyze, and interpret scientific and technical journals, financial reports, and legal documents.
• Skilled in responding to inquiries or complaints from customers, regulatory agencies, or members of the business community.
• Capable of writing speeches and articles for publication that conform to prescribed styles and formats.
• Effective in presenting information to top management, public groups, and boards of directors.
• Proficient in calculating figures such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
• Able to apply basic algebra and geometry concepts.
• Demonstrates the ability to solve practical problems and manage a variety of concrete variables in situations with limited standardization.
• Capable of interpreting instructions provided in written, oral, diagrammatic, or scheduled formats.
• Flexibility to work non-standard schedules, including weekends, evenings, and holidays.
• Successful applicants must live and work in Washington State to perform this role.
• Applicants must be at least 18 years old and have a valid WA driver's license with a safe driving history.
  
  

Benefits

The Woodland Park Zoo offers a comprehensive benefits package for full time staff including:

• Medical, dental, and vision HMO and PPO plans for you and eligible dependents
• 11 paid holidays and 4 personal holidays 
• Accrue 12 vacation days and another 12 days of sick leave your first year
• Flexible Spending Account (FSA) 
• Employee Assistance Program (EAP) 
• Tuition reimbursement 
• Free zoo membership that includes zoo admission and discounts after 90 days 
• 4 complimentary tickets per year plus other discounts and perks  
• Free staff parking 
• 403(b) Retirement Plan 
  
  

SELECTION PROCESS

Application: Please include a resume and cover letter with your application through our Zoo Careers site at zoo.org/jobs. Please be sure to list or upload copies of all relevant training and certifications on your application. The zoo may review existing application pools to fill this position or use this pool to fill future vacancies. 

This opportunity is open to all candidates that meet the qualifications. Woodland Park Zoo values diverse perspectives and life experiences. Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, or gender identity. The zoo encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, 2SLGBTQ, people with disabilities, veterans, and those with diverse life experiences. Woodland Park Zoo is committed to providing access and reasonable accommodation in all its services. If you need accommodation in the application or interview process, please contact our recruiting team at careers@zoo.org.

Screening: We will review applications and select some candidates for screening calls. Final candidates will be invited for virtual or in-person interviews.

Offer: Job offers are contingent on the verification of credentials and other information required by the employment process including the completion of a background check. In addition, this role requires the applicant to successfully complete a driving record review.