Events Booking Manager

Job Family: Guest Experience

Job Title: Events Booking Manager

Job Status: Full time, Exempt

Pay range: 47-50K annually

Relationships: Reports to Director of Guest Experience and works laterally and cooperatively with Events Operations Manager. Works closely with all other departments, especially facilities, conservation, bird show, office manager, development, and other branches of guest experience.

Position Overview: The Events Booking Manager is responsible for building and driving a proactive, data-centric, community minded booking and sales model to ensure all venues at both campuses are utilized to their maximum logistical and operational capacity. They provide strong early client communications and ensure records and calendars are always up to date, accurate, and accessible.

Essential Functions and Responsibilities

This position includes, but is not limited to, the following responsibilities:

Booking and Sales:

Drive venue booking and sales through a proactive, relationship-forward approach
Develop and execute on strategies for prospecting and achieving budget goals
Maintain an accurate and complete calendar for booking all venue spaces at both campuses. Work with other departments to ensure venue spaces are utilized to their full potential while maintaining operational efficiency
Develop a clear process and collaborate with staff to ensure quotes and information and provided quickly and accurately to potential clients
Regularly assess pricing structures, rental packages, and event offerings in collaboration with senior staff

Community Building:

Work with community partners and other organizations to book community driven events that build a sense of place and belonging
Contribute to events that are accessible to communities through mutually beneficial financial and operational models
Enhance economic and social infrastructure through partnerships, sponsorships, and events
Build strong, ongoing, genuine relationships with community partners on behalf of the organization

Administration and Budget:

Coordinate closely with Events Operations Manager to ensure successful event completion
Track and provide analysis of event budgets, revenue, expenses, and attendance data
Generate regular reports and forecasts for department performance and future planning
Draft, edit, and maintain client and vendor contracts


Contribute to new product and event development

Collaboration & Cross-Departmental Support

Understand and support elements of the Events Operations role to provide support as needed
Collaborate with other departments to support ongoing programming and create and maintain financially sustainable events
Hold a leadership role in Lightwalk operations. Lightwalk is Tracy Aviary’s holiday light event that operates nightly during the holiday season

Required Availability

While this position is primarily administrative, regular evening, weekend, and after-hours availability is required

Job Qualifications: Ideal candidate will have experience working in client and guest experience, keeping complex administrative schedules, and in sales and venue logistics. The Nature Center at Pia Okwai 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: Email your resume and cover letter to [email protected]