Admin and Events Coordinator

The Organization

The Minnesota Zoo Foundation (Foundation) is a 501(c)3 nonprofit organization whose purpose is to help realize the mission of the Minnesota Zoo by raising contributed income from individuals, corporations, and foundations; securing planned gifts; hosting cultivation and fund-raising events; leading and/or participating in Zoo programs and activities; and advocating on behalf of the Zoo. Our vision is a future where wildlife thrives in Minnesota and beyond, and our mission is to connect people, animals, and the natural world to save wildlife.

Position Summary

The Admin and Event Coordinator provides administrative and event support across departments at the Minnesota Zoo Foundation. This role supports the cultivation and stewardship of donors and sponsors by handling the scheduling, internal coordination, and day-of logistics that lets fundraisers and event staff focus on relationship management.

This role will share administrative responsibilities with existing Operations team staff, and will often support our Annual Giving, Major Gifts, and Institutional Giving teams through after hours or weekend support of events, donor visits, or onsite activations. This is a full-time, non-exempt position reporting to the COO of the Minnesota Zoo Foundation, and is a hybrid work position, requiring being onsite at the Minnesota Zoo or Foundation offices 4+ days per week, including regular after-hours and weekend responsibilities. The role will be scheduled 40 hours per week, with exact schedule to be determined in advance, but responsibilities will change throughout the year based on changing activities, special events, the ebb and flow of fundraising, and based on the needs of the organization.

Duties / Responsibilities

Relationship Management / Fundraising Support

Working alongside our relationship management teams

• schedule donor, prospect, and partner meetings including booking spaces, confirming schedules, arranging catering, room and technology setup, collateral material preparation, and coordinating with relationship managers on any other preparation or communication required.
• coordinate behind-the-scenes experiences and tours with animal care, operations, and other Zoo departments, including requests, confirmations, and day-of hosting with relationship managers.

Donor Events

Working alongside the Events Manager

• support planning and execution of donor cultivation, stewardship, and recognition events.
• support scheduling, tracking, and follow-up for planning meetings.
• manage day-of logistics: setup and teardown, check-in, vendor, staff, and volunteer coordination, signage, and guest needs.
• track RSVPs, guest lists, name badges, and post-event attendance in the donor CRM.

Corporate Sponsor Activations

Working alongside the Corporate & Foundation Relations Coordinator:

• coordinate sponsor activations including scheduling, Zoo department approvals, and site logistics.
• serve as onsite day-of contact for sponsor teams: arrival, setup, placement, and wrap-up.
• document sponsor activation deliverables and notes from day-of, to debrief with Foundation team.

Administrative Support

Provide general administrative support to the Executive Director and COO:

• Assist with scheduling, creating presentations, and organizing documents for meetings.
• Draft accurate and timely minutes and track follow-up for internal / external meetings.
• Maintain organizational calendars, schedule, and prepare agendas for internal meetings.
• Assist with setup for in-person meetings, Board meetings, Committee meetings, etc.

General Administrative Support: Prioritize and route incoming mail to appropriate staff / departments.

• Support standard operating procedure documentation and dissemination.
• Occasional running of errands onsite or offsite, including using personal vehicle.

Other

• Participate through active involvement in team and all staff meetings, events, and training.

Additional responsibilities may be assigned based on the changing needs of the organization and the employee’s interests, aptitude, and experience.

Requirements

Minimum Skills & Experience Required

• 1+ year experience in a professional office setting with administrative responsibilities
• 1+ years of demonstrated experience managing complex calendars across an organization, including executives, fundraisers, or sales executives, or booking multiple spaces in a venue
• 1+ years of proficiency in Microsoft Office Suite, including Outlook, Teams, Excel, Word, and Powerpoint.
• 1+ years working in a nonprofit organization or in a public facing role
• Strong attention to detail with the ability to multi-task and prioritize.
• Demonstrated experience handling confidential and sensitive information.
• Excellent written and oral communication skills, including the ability to interact appropriately with donors and the general public via email, over the phone, and in person.
• A valid driver’s license, with a safe driving record, and at least one year of driving experience travel to offsite meetings or other responsibilities.
• Background checks required

Preferred Skills & Experience

• 3+ years of experience working in a nonprofit organization, preferably in a fundraising operations capacity
• 2+ years of experience working in a donor database, Tessitura preferred.
• 2+ year experience in a professional office setting with administrative responsibilities
• 2+ years of demonstrated experience managing complex calendars across an organization, including executives, fundraisers, or sales executives, or booking multiple spaces in a venue
• 2+ years of proficiency in Microsoft Office Suite, including Outlook, Teams, Excel, Word, and Powerpoint.
• Project management experience, or demonstrated experience overseeing complex processes and procedures
• Detail-oriented with a track record of successful project management.

Education: Required

• · High School Diploma or GED
• · Professional certifications, coursework, or relevant professional experience

Preferred

• · Associate’s or Bachelor’s degree

Minnesota Zoo Foundation Qualification Requirements

Collaborative style and the ability to work with a diverse group of individuals both inside the organization and out in the community. Experience, ability, and commitment to working with individuals and teams that are mixed across lines of difference such as race, gender-identity, sexual orientation, religion, ability, age, class and immigrant status.

• Ability to clearly represent and present the mission and vision of the Minnesota Zoo.
• Ability to work independently and proactively while keeping supervisor apprised of issues, opportunities, and progress.
• Proficiency in Microsoft Office Suite.
• Ability to work collaboratively and effectively with colleagues in multiple departments/divisions.
• Strong organizational skills, including the ability to prioritize and manage multiple deadlines.
• High degree of integrity, ethical decision making, and commitment to maintaining confidentiality.
• Proficiency in Microsoft Office Suite.
• Occasional evening and weekend work required and must be capable of planning and managing independent travel.

Physical, Travel, Additional Requirements

Must be able to perform the essential duties of the position with or without reasonable accommodation.

Will need to work semi-regular weekends and evenings dependent on Foundation events and activations.

Required to use a computer and phone; Frequent use of hands for data entry/keystrokes and simple grasping.

Ability to navigate the Zoo premises and accompany donors and prospects on tours in variable weather conditions, both indoor and outdoor.

Exerting up to 40 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects, including lifting objects up to shoulder level.

Moderate noise level in an office setting; moderate to loud noise level in an indoor or outdoor event setting; occasional exposure to prevalent weather conditions on the campus of the Minnesota Zoo including outdoors during heat, sun, rain, snow, etc.

Time spent on computer: 60%; Time spent up and about around the Zoo campus or Foundation offices with events/activations: 20%; Time spent in virtual or in-person meetings: 20%.

Occasional driving personal vehicle to run errands for the Foundation will be required.

This is a hybrid work position, onsite at the Minnesota Zoo 4+ days per week.

Other Job Details, Salary, Benefits, etc

Wage Range - $21-$24 / hr, set range based on experience & qualifications, + competitive benefits

Equal Opportunity Employer

It is the policy of the Minnesota Zoo Foundation to comply with all applicable equal employment opportunity laws and regulations. The Foundation provides equal opportunity employment for all qualified persons. All our employment practices, benefits and programs will be administered without regard to actual or perceived race (inclusive of traits associated with race, such as hair texture and hair styles such as braids, locs, and twists), color, religion, sex, national origin or ancestry, age, disability, veteran status or military history, sexual orientation, gender identity or expression, marital status, pregnancy, family history or familial status, genetic information, union membership, creed, status with respect to receipt of public assistance, membership or activity in a local human rights commission, use of lawful consumable products, or any other basis protected by Federal, State or local law.

This commitment extends to all phases of employment including, but not limited to, recruitment, selection, job assignment, transfers, training and development, promotions, demotions, discipline, compensation, benefits, terminations, layoff, recall, transfer, access to benefits, leaves of absences, and all other conditions or privileges associated with employment.

The Foundation expressly prohibits any form of unlawful employee harassment or discrimination based on any of the characteristics mentioned above. Improper interference with the ability of other employees to perform their expected job duties is not tolerated.

The Foundation will endeavor to make a reasonable accommodation of an otherwise qualified applicant or employee related to an individual’s physical or mental disability, pregnancy, sincerely held religious beliefs and practices, and/or any other reason required by applicable law, unless doing so would impose an undue hardship upon the Foundation’s business operations.