Admin and Events Coordinator

Location: Fort Snelling Unorganized Territory

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.

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.

Duties

/ Responsibilities

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…