Events Manager

Events ManagerThe Events Manager is the Oakland Zoo's single point of accountability for event strategy and execution, turning mission-driven goals into memorable guest and community experiences. This role leads the planning, coordination, and delivery of internal events and cross-functional operational initiatives, partnering with department owners to convert ideas into clear plans, timelines, staffing models, site logistics, decision points, and day-of operating plans.For external events, the Events Manager serves as the Zoo's strategic steward of its partnership with SSA Catering & Events. The role sets and maintains the Zoo-approved parameters within which SSA operates, evaluates operational impacts and recurring challenges, drives continuous improvement of event procedures, and acts as SSA's primary Zoo contact for resolving or escalating issues involving Zoo departments.The Events Manager also leads execution of Glowfari, the Zoo's winter nighttime program and one of its largest annual revenue-generating experiences. In close partnership with Marketing & Communications, which leads creative design and brand direction, this role owns the operational side of the program: cross-departmental readiness, vendor planning, equipment arrival and installation, guest-flow design, signage, and closeout. The result is a high-impact guest experience that advances the Zoo's mission and strengthens its financial sustainability.Essential Job DutiesLeads planning and on-property execution of Oakland Zoo internal events and assigned department-led events, partnering with the sponsoring department (the internal client and decision owner) to turn goals into event plans, timelines, staffing plans, site logistics, guest flow, signage, access requirements, and closeout.Maintains Zoo-approved operating parameters for SSA-managed external events, including venue use, blackout dates, restrictions, consultation needs, and escalation triggers, so SSA Catering & Events can manage routine events independently.Guides SSA on Zoo operational expectations, including guest experience, public safety, animal care, admissions and parking, and custodial needs.Reviews SSA event processes and recurring challenges, recommends updates to parameters or procedures, and supports implementation of approved changes.Serves as SSA's primary Zoo contact for questions and escalations that fall outside established parameters or require Zoo decisions.Prepares event plans, decision notes, post-event summaries, and tracking reports for leadership and stakeholders.Requires schedule flexibility for occasional evening and weekend work onsite, including Glowfari and other high-impact programs.Glowfari Execution Project ManagementServes as primary execution project manager for Glowfari, the Zoo's winter nighttime program and one of its largest annual revenue-generating experiences, under the direction of the Director, Guest Operations.Coordinates external vendors for several months before the event, including scheduling, site access, installation planning, equipment arrival, and issue resolution.Oversees arrival, staging, installation, and removal of lanterns, electrical, audiovisual, lighting, and décor across Zoo grounds.Partners with Facilities, Public Safety, Guest Services, Custodial, Animal Care, Marketing & Communications, SSA, and other departments to ensure cross-departmental readiness.Develops and maintains timelines, readiness checklists, installation schedules, access plans, and closeout materials.Assesses operational risks, including guest flow, parking, wayfinding, power, sound, accessibility, safety, animal care, and staffing.Compiles lessons learned, vendor performance notes, and recommendations for future seasons.Cross-Functional Project ManagementLeads or manages assigned Operations projects, including guest experience, operational readiness, vendor coordination, and process improvement initiatives.Maintains project plans, timelines, action registers, decision logs, and stakeholder updates.Works with department leaders to clarify scope, ownership, dependencies, risks, and escalation points.Tracks progress, removes barriers, and supports rollout of approved changes through communication, documentation, training, and transition planning.Budgeting, Vendors & LogisticsSupports event owners in building and tracking budgets for internal events, with recommendations on costs, tradeoffs, and resource needs.Provides operational input to the Director, Guest Operations on the Glowfari budget, including execution costs, vendor needs, staffing, and equipment.Coordinates with SSA on food, beverage, rentals, staffing, and services for internal events.Coordinates vendor payments, load-in/load-out, access needs, and on-property vendor positioning for Zoo-managed events.Reviews operational impacts of SSA-managed external events and escalates issues that need Zoo input.Stakeholder Coordination & Guest ExperienceBuilds strong working relationships with Zoo departments, SSA, vendors, contractors, and partners, delivering high-quality service to internal and external stakeholders and event guests.Clarifies roles, decision points, and escalation paths so SSA and Zoo departments know who is leading, supporting, consulted, or informed.Translates Zoo operational requirements into clear event parameters and expectations.Provides input on signage and guest-facing materials, including placement, clarity, accessibility, and safety messaging.Performs other related duties as assigned.Supervisory ResponsibilityNoneWho You AreHigh School Diploma or GED.At least 10 years of relevant experience in event management, venue operations, hospitality, project management, or a related field.Self-driven and self-starting approach to work.Strong oral and written communication skills, including the ability to prepare clear plans, updates, decision notes, and post-event summaries.Demonstrated ability to lead or coordinate multi-departmental projects, including developing project plans, tracking action items, clarifying ownership, managing dependencies, and communicating progress to stakeholders.Demonstrated ability to coordinate with third-party operators, vendors, contractors, or external partners while maintaining clear role boundaries and service expectations.Demonstrated superior customer service skills with internal and external stakeholders.Excellent working knowledge of Microsoft Office Suite and related project tracking, scheduling, or collaboration tools.Ability to work independently and within a team.Valid driver's license with a clean driving record and ability to meet insurance carrier requirements.Able to work outside normal business hours including weekends and holidaysBonus if you haveBachelor's degree.Experience in the nonprofit industry.Experience with large-scale public events, seasonal attractions, venue operations, or outdoor event execution.Experience working with third-party concessionaires, catering operators, production vendors, or contracted event partners.Experience developing event procedures, operating parameters, run-of-show documents, site maps, or post-event evaluations.Work EnvironmentWork in indoor office conditions with exposure to moderate noise levels.Work in outdoor environments in various weather conditions, including inclement outdoor weather conditions such as heat, cold, wind and rain.Primarily onsite most days, with occasional remote work as an exception. Limited remote work may be available after an evaluation period and is dependent on ongoing performance assessments.Physical ConsiderationsAbility to bend and twist, lift, stand, kneel, sit, travel, bend, stoop, and speak regularly and for long periods of time (up to 8-hour shifts or more).Ability to navigate Zoo grounds.Knowledge, Skills, and QualitiesCollaboration – Builds trusting relationships with both internal and external stakeholders across our organization and community-wide and approaches differences of opinion with curiosity and humility.Communication – Communicates respectfully and effectively with stakeholders across identities, both verbally and in writing.Flexibility – Nimbly adapts to evolving priorities and urgent needs; handles intervals of high pressure while maintaining perspective and humor.Inclusive Culture – Fosters a culture of mutual respect, transparency, collaboration, and belonging which allows all employees to feel appreciated