The zoo’s Philanthropic Events Team supports the mission and values of the zoo while helping cultivate stronger relationships with private donors, potential donors and the community. This position is responsible for providing general support to the Philanthropic Events team, with targeted support around the zoo’s annual Jungle Party, including auction item procurement and the Annual Giving Team’s Wild At Heart event series as well as strategizing with regard to best-fit event experience and donor benefits. This position will also be responsible for Jungle Party auction item redemptions, sponsor benefit fulfillment and will act as registrar on all of the Development team’s events.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Related to Jungle Party
- Coordinate and organize Jungle Party annual auction procurement campaign, including soliciting and researching potential auction items and in-kind donations, preparing procurement proposals, recruiting and cultivating auction items from major donors, and tracking and communicating campaign progress, writing descriptions and creating certificates. Create and manage unique bidding opportunities as the need arises.
- Procure approximately $500,000 worth of unique items to be auctioned off at the zoo’s annual Jungle Party. Ultimately, this position is responsible for 500+ auction packages.
- Provide high level customer service with prospective donors particularly when it comes to filling out procurement forms and provide timely follow-up.
- Create the online auction in greater giving and partner with the Philanthropic Events Manager on messaging of the emails as related to the online auction.
Marketing and Social Media of Online Auction:
- Collaborate with the Engagement Team on marketing event to target audiences through traditional and social channels.
- Organize and process 500+ auction items from board members, general public and zoo staff, including entering data in auction software, packaging of items, writing narrative and sequencing all items, and maintaining filing system as appropriate and tagging all items. Woodland Park Zoo uses Greater Giving software. Lead and partner with the Jungle Party office volunteers on all things related to procurement solicitation and organizing.
Live Auction Packages:
- Philanthropic Events Manager will oversee the procurement process. This position will work collaboratively with the Philanthropic Events Manager and the Director of Donor Relations on live auction procurement.
Procurement Volunteer Teams:
- Bolster procurement engagement vis à vis the Jungle Party Executive Committee (JPEC). Collaborate with the Philanthropic Events Manager on this activity.
- Work collaboratively with the JPEC by supporting the Jungle Party Chair(s) in procuring auction items and assist with procurement related activities as it relates to the zoo’s Board of Directors.
- Direct procurement volunteers and oversee their solicitation process by providing weekly communication, solicitation materials and motivational tools; oversee procurement volunteer recognition to include thank you parties, gifts, etc.
- Provide weekly reports, share procurement materials, and make phone calls when appropriate.
- Provide content for the live and super silent items for the catalog.
Photography and Images:
- Manage photography of tangible items and all photos including images to be uploaded to the Greater Giving software for the certificate auction packages and to be featured on mobile bidding.
- Provide auction package content for the website.
- Work with Events staff and Jungle Party volunteer team leads to manage display team and develop table layout inside tents and create attractive auction item displays; assist volunteer auditors to ensure all items have arrived and are in correct locations.
Auction Item Redemptions:
- Ensure delivery of all items prior to auction and coordinate pick up of auction packages with the bidders after the auction.
- Coordinate Jungle Party auction experience package redemptions and act as liaison between donor, major gift staff, animal management and events as needed.
- Maintain procurement budget to include wine donations, catering, airfare and other miscellaneous costs to bolster packages in the auction.
- Assist with labor-intensive work for Jungle Party week, including but not limited to set up and clean up.
- Run Greater Giving reports for Jungle Party staff and volunteers to use on the night of the event.
- Work with Jungle Party volunteers and Events staff on item display for the super silent auction.
- Assist Jungle Party volunteers with auction item pick up as well item display needs.
Related to Stewardship and Cultivation Events
Given the make-up of changing calendar of events, plan all aspects or assist with the Development teams’ stewardship and cultivation event series with an emphasis on the Wild At Heart donor series events.
- Strategize with the Annual Giving team on event planning needs and outcomes vis à vis related Wild At Heart events.
- Plan, coordinate and/or oversee all aspects of the development department’s stewardship and cultivation event planning, such as, the Wild At Heart series, and other zoo development events that fit within the teams’ capacity which may include corporate lunch ‘n learns. This may include messaging, audience development, prospective strategy, scheduling speakers, fundraising, and arranging for relevant staff.
- Drive progress to goal meetings pertaining to stewardship and cultivation events as needed and provide necessary tools for the development team and act as a liaison to the zoo’s executive leadership; organize and facilitate all meetings and projects.
- Create and manage the event budget.
- Provide timelines for activity, regular status reports, and administrative and creative support including acting as registrar if the need arises.
- Nurture a culture of philanthropy among staff and trustees and ensure that building donor relationships enters into all advancement decisions.
- Perform other duties as assigned.
Sponsor Benefit Fulfillment
- With regard to Thrive and Jungle Party sponsors, proactively reach out to sponsors to fullfill their sponsor benefits including ZooTunes tickets and Jungle Party tours and other benefits listed in the sponsorship opportunities and benefits documents.
- Collaborate with colleagues, co-chairs, and other stakeholders involved to drive enthusiasm and position for philanthropic success; through program talking points including messaging, remarks, and collateral copy.
Content, Creative and Marketing:
- Work with Creative Studios to create collateral materials, and with the web team to develop the website.
Data Relationship Services:
- Work with the Data Relationship Services on all banking and donation tracking, maintaining RSVPs and participate in the audience development.
- Coordinate with Development Services for pulling invite and RSVP lists, Raisers Edge support and background research.
- Manage all event follow-up, including acknowledgements and event survey.
- Oversee the production and/or compilation of donor event promotional support such as giveaways, patron gifts, handouts, etc.
- This position will act as registrar for the philanthropic, stewardship and cultivation event series including registering guests, creating nametags and day/night of event assistance. The Philanthropic Events team will partner on registration efforts as needed.
- Provide high-quality customer service to existing and potential donors; develop knowledge of zoo’s donors over time.
- Attend and participate in all staff and executive committees for events, and weekly team meetings when appropriate.
- Work evenings and weekends as required for position.
- Perform other duties as assigned
The position has no supervisory responsibilities.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Overall knowledge of planning events.
- Experience with managing volunteers and/or committees.
- Excellent organizational and time management skills with demonstrated reliability and punctuality.
- Possess a professional, customer service-oriented demeanor.
- Able to work well under pressure, balance multiple tasks and requests at one time, and learn and adapt quickly in a fast-paced and changing environment.
- Ability to handle confidential information with tact and discretion.
- Strong communication and interpersonal skills; able to work successfully as a team member and independently.
- Enjoy working with the public and providing excellent levels of customer service to diverse customers.
- Successful working as part of an innovative and high energy team or independently.
- Able to work evenings and weekends as required for position.
- Commitment to the mission of the zoo and the institution’s Core Values.
Bachelor's (B. A. or B.S.) degree from an accredited four-year college or university and at least two years of experience in professional development, volunteer management, event planning or project management work is strongly recommended; or equivalent combination of education and experience.
CERTIFICATES, LICENSES, REGISTRATIONS
Valid US driver's license.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly exposed to variable weather conditions. The employee is occasionally exposed to moving mechanical parts; high, precarious places; and risk of electrical shock. The noise level in the work environment is usually moderate. The noise level can be loud to very loud during Concerts and Jungle Party season.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear; stand or walk; use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 35 pounds and frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include peripheral vision. Must be able to comfortably maneuver on grounds at night and/or without much light.
Applications are only accepted online through our Jobs page at www.zoo.org; no other forms of application will be accepted. Cover letter and resume are REQUIRED when applying for this position. NO PHONE CALLS PLEASE.
APPLICATION DEADLINE: Applications are due prior to 12:00 AM on October 1, 2019 (i.e. by 11:59 PM the evening before).
Woodland Park Zoo is an equal opportunity/affirmative action employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, age, sex, religion, national origin, disability, veteran’s status, sexual orientation, or gender identity/expression.