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Nature Center at Pia Okwai Events Manager
Job Family: Guest Experience
Job Title: Nature Center at Pia Okwai Events Manager
Job Status: Full-time, Exempt
Pay Range: 47,000 – 49,000 annually
Relationships: Reports to Director of Guest Experience and works cooperatively with Liberty Park Events Manager. Works closely with all other departments, especially facilities, bird show, office manager, development, and other branches of guest experience.
Position Overview: The Nature Center at Pia Okwai (NCPO) is a dynamic and evolving campus with a growing clientele and expanding opportunities for public and private events. The Events Manager is responsible for strategically developing, managing, and expanding Events rentals and programming at NCPO while maintaining operational excellence, supporting a high-performing Events team, and ensuring outstanding guest experiences.
Essential Functions and Responsibilities
This position includes, but is not limited to, the following responsibilities:
Strategic Planning & Program Development
- Lead the growth and expansion of events rentals, public programs, and revenue-generating opportunities at NCPO.
- Collaborate with the Liberty Park Events Manager to develop and implement departmental procedures, protocols, services, and operational structures.
- Brainstorm and execute new on-site event ideas to increase community engagement, attendance, partnerships, and income.
- Regularly assess pricing structures, rental packages, and event offerings in collaboration with senior staff.
Events Department Oversight
- Oversee the day-to-day operations of the Events department and supervise Events staff.
- Interview, hire, train, and provide ongoing support, supervision, feedback, and discipline to Events Supervisors and seasonal staff.
- Manage scheduling, track hours, and delegate tasks appropriately across the team.
- Monitor and support staff growth, performance, and professional development.
- Develop and maintain comprehensive training protocols, documentation, and compliance standards.
Event Logistics & Execution
- Manage event logistics, including venue preparation, setup, teardown, and on-site coordination for public and private events.
- Act as the primary point of contact for vendors, clients, and guests during events, ensuring smooth and professional execution.
- Troubleshoot and resolve last-minute issues effectively and calmly.
- Oversee event safety, cleanliness, accessibility, directional signage, and guest experience.
- Maintain and organize event supplies, décor, signage, and equipment inventory.
Client & Rental Coordination
- Correspond with prospective and current rental clients, providing tours, meetings, and timely responses to inquiries.
- Manage event calendars, client contracts, invoicing, and payment processing.
- Ensure fulfillment of all contracted services and rental agreements.
- Provide professional guest services during private rentals including weddings, parties, and corporate events.
Administrative & Financial Management
- Track event budgets, income, expenses, and attendance data.
- Generate regular reports and forecasts for department performance and future planning.
- Draft, edit, and maintain client and vendor contracts.
- Manage and update vendor relationships and approved vendor lists.
- Order rental items, décor, and supplies as needed and within approved budgets. Submit and track work requests for event space maintenance and improvements.
Collaboration & Cross-Departmental Support
- Work closely with other departments to coordinate staffing, cleaning, maintenance, and specialty services for events.
- Assist with volunteer recruitment, training, scheduling, and supervision in partnership with the Volunteer Manager.
- Support Development and Marketing teams with event planning and execution as needed.
Post-Event & Administrative Tasks
- Record event outcomes, logistical notes, and client feedback for continuous improvement.
- Assist with post-event reporting, debriefs, and thank-you communications to volunteers, donors, and partners.
- Maintain comprehensive records of event data, equipment inventory, and financial tracking.
Required Availability
- Regular evening, weekend, and after-hours availability required for on-site event management.
Job Qualifications: Ideal candidate will have experience managing teams, working in client and guest experience, and keeping complex administrative schedules. The NCPO is a new campus with an evolving administrative and policy landscape, which will continue to change as the campus grows and expands, and the ideal candidate will have experience building new programming and will be comfortable with change and continued growth. Must have willingness to follow and enforce Aviary’s rules and company culture. Must have the ability to work with children and adults from all backgrounds comfortably.
Comments: This position may involve some heavy lifting, and will need to assist in setting up rental items such as tables and chairs. Cleaning of hazardous materials such as broken glass may occur. Must be able to work weekends and nights.
Disclaimer: This job description has been designed to indicate the general nature and level of work performed by an employee within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of an employee assigned to this job.
At Tracy Aviary, we are committed to cultivating safe spaces for people from all backgrounds to engage, learn, and connect with the individuality and beauty of birds and nature at our facilities and through our programs. We aim to create an environment where staff can bring their whole selves and are supported through mentoring, growth opportunities, and recognition of their value as part of our organization. We strive to partner with communities to create connections with nature and each other. It is our aspiration that our staff, partners, and volunteers embrace our core values and that we extend these values to our guests and community.
Tracy Aviary does not discriminate based on age, language, ethnicity, gender identity, nationality, immigration status, ability, veteran’s status, gender expression, learning style, race, parental status, religion, sexual orientation, legal status, socioeconomic background, or education.
To apply: Send your resume and cover letter to [email protected]