Event Coordinator Jobs in Oak Ridge, TN (NOW HIRING)

In collaboration with the Vice President of Development, the Donor Events Manager (DEM) is responsible for executing Zoo Knoxville’s premier fundraising event, Zoofari. In addition, the DEM is responsible for lead project management, planning, and execution of all ancillary fundraising-related events including, but not limited to: Zoofari, Circle of Friends, donor cultivation, and stewardship events.

The DEM will manage the coordination and implementation of various aspects of event planning and oversee details on event production, including the development of event printed materials, collaboration with in-house stakeholders or external vendors, managing RSVPs and guest lists, and ensuring staff are properly prepared with event timeline and logistics. The DEM ensures the success of the event by being the point person for the execution of event logistics on the day of the event, acting as staff liaison for on-site staff and vendors providing services for event logistics. The DEM will execute the event timeline and provide immediate support to event hosts to ensure all guests have an exceptional experience.

The DEM will cultivate a strong working relationship with the Chair and members of the Zoofari committee and prepare necessary meeting materials and correspondence surrounding all committee meetings and events in a timely and accurate manner. In coordination with the Assistant Director of Development, the DEM will maintain accurate financial records for these events. Additionally, the DEM will fulfill requests from donors and Board members and provide personal, prompt and exceptional service in a professional manner at all times.

-As a team member, exemplify Zoo Knoxville’s core values through interactions with guests and fellow team members.
-Work in close concert with the Vice President of Development to execute strategies and responsibilities.
-Plan, coordinate, and execute a comprehensive calendar of donor cultivation, stewardship, recognition, and fundraising events, ranging from intimate gatherings to large-scale signature fundraising galas, including Zoo Knoxville’s signature event, Zoofari.
-Lead all aspects of event planning and execution, including concept development, timelines, logistics, vendor management, catering, decor, entertainment, audiovisual needs, and event production.
-Develop meaningful donor experiences that strengthen relationships, enhance donor engagement, and inspire philanthropic support for Zoo Knoxville’s mission.
-Collaborate with the Vice President of Development and Development team to identify event objectives, target audiences, cultivation strategies, and fundraising goals.
-Partner with Development staff to identify, cultivate, steward, and recognize current and prospective donors through personalized event experiences.
-Serve as the primary point of contact for event sponsors, donors, volunteers, vendors, and community partners before, during, and after events.
-Coordinate sponsorship fulfillment and donor recognition to ensure all benefits are delivered accurately and professionally.
-Develop event timelines, production schedules, run-of-show documents, and contingency plans to ensure seamless event execution.
-Recruit, coordinate, and supervise volunteers and cross-functional staff participating in Development events.
-Work collaboratively with Animal Care, Guest Services, Marketing, Operations, Food Service, Facilities, and other departments to ensure successful event planning and implementation.
-Evaluate event success through attendance, fundraising outcomes, donor engagement metrics, and participant feedback, providing recommendations for continuous improvement.
-Research emerging trends and best practices in donor engagement, fundraising events, and philanthropic stewardship to enhance the donor experience.
-Assist with donor cultivation by participating in meetings, presentations, tours, and relationship-building activities throughout the year.
-Maintain confidentiality regarding donor information, giving history, and organizational fundraising strategies.
-Ensure all events reflect the Zoo’s brand standards, mission, and commitment to exceptional guest experiences.
-Manage event contracts, invoices, and payments while ensuring expenditures remain within approved budgets.
-Assist in identifying and soliciting event sponsors, auction donors, and in-kind contributors in partnership with the Development team.
-Coordinate post-event stewardship activities, including donor acknowledgments, impact communications, recognition, and follow-up reporting.
-Build and maintain strong relationships with donors, sponsors, volunteers, vendors, and community stakeholders to foster long-term engagement and philanthropic investment.
-Develop and manage budgets in areas of responsibility, preparing reports accordingly.
-Utilize database (Raiser’s Edge) to track donors, prospects, cultivation steps, gift requests and results for all Development events.
-Maintain up-to-date, accurate and detailed records.
-Prepare creative content for print, web, email campaigns and other communications related to Development events.
-Host behind-the-scenes tours and mission experiences as assigned.
-Attend zoo events and activities as required.
-Additional duties as assigned or as required.

• Must be at least 21 years of age
• Minimum of BA/BS degree (Applicants may request a waiver of the four year degree requirement with significant relevant professional experience)
• Must have a positive and energetic personality
• A strong affinity for the mission of Zoo Knoxville
• Two years or more working in a development or advancement office preferred
• At least three years professional experience demonstrating progressive responsibilities in development, event planning, public relations, communications or a related field
• Experience with Raiser’s Edge or a similar donor database a plus
• Flexible, detail-oriented, organized and ability to respond to multiple demands
• Self-starter with the ability to work independently as well as with a team
• Strong interpersonal skills
• Exceptional written and oral communication skills including strong writing, editing and presentation abilities
• Ability and willingness to work outside regular business hours, including some evenings and weekends
• Demonstrated ability to think strategically and work collaboratively
• Excellent computer skills including all Microsoft Office programs especially Word, Excel, PowerPoint and Outlook
• Acts with integrity, has high standards of professional conduct and honors confidentiality