Advancement Coordinator

Benefits:

• Company parties
• Employee discounts
• Free food & snacks
• Free uniforms
• Paid time off
• Wellness resources

Regular, Part Time, Non-Exempt

Under the general direction of the Sponsorship & Special Events Officer, the Advancement Coordinator provides administrative and operational support to the Advancement team. This role assists with fundraising events, donor stewardship activities, VIP animal experiences, community in‑kind giving, database support, and general office coordination. The Advancement Coordinator regularly interacts with donors, guests, volunteers, and community partners, delivering a high level of customer service while promoting the Zoo’s mission and conservation efforts.

• Provide planning and execution support for fundraising and donor events including Zoofari Ball, Zoo Lights Preview Night, Foster Feeder events, donor luncheons, and other cultivation/stewardship events
• Assist with event logistics, including:
  • Mailings and invitation support
  • RSVP tracking and check‑in preparation
  • Vendor communication and coordination
  • Auction support including solicitations, procurement tracking, and item organization
  • Event materials, décor, and centerpiece preparation
  • Post‑event data entry, and record updates
• Provide week‑of and day‑of event support, including evening and weekend events
• Assist with post‑event reconciliation, data tracking, and follow‑up tasks
• Support all aspects of Zoofari Ball production including sponsor and donor tracking, auction coordination, mailings, committee communications, and event‑night logistics
• Assist with procurement and documentation of auction items
• Support event setup and breakdown

• Coordinate logistics for VIP Animal Encounters and Behind‑the‑Scenes tours for advancement team members
• Communicate with Animal Care and internal teams to confirm tour details
• Prepare donor confirmations and tour materials
• Serve as an Advancement host for select donor tours, including occasional weekend responsibilities
• Prepare and operate golf carts for donor tours when needed

• Respond to community requests for in‑kind donations
• Prepare and coordinate distribution or pick‑up of approved in‑kind gifts
• Assist with preparation of donor gift baskets and stewardship materials for executive leadership and advancement team

• Provide general administrative support including phone coverage, donor communications, filing, and mailings
• In collaboration with Manager of Advancement Programs and Advancement Associate, support Foster Feeder program mailings and benefit tracking as needed
• Assist with donor and foundation research projects as needed
• Enter gifts and update donor records in the database during high‑volume periods in collaboration with Advancement Associate
• Maintain organized digital and physical files
• Serve as the team lead for inventory management and office organization
• Oversee staff holiday gift coordination

• Greets every guest with a smile or a friendly “hello”, and thank them for supporting/visiting the Zoo
• Answers phone calls promptly and professionally
• Must stay calm in highly stressful situations, be knowledgeable of emergency procedures and be an active participant in drills, emergencies and lost child instances
• Ensure the Zoo’s presentation standards for cleanliness and maintenance are met by keeping work area clean, picking up trash, and reporting unsafe or unsightly conditions
• Associate with guests to share information and assist, identify their needs, and make their experience a more personal one, providing a high level of customer service and satisfaction
• Respond to all guest inquiries, complaints, and comments according to Zoo guest relations procedures
• Maintain a clean neat appearance and adheres to the Zoo’s uniform dress code
• Must have the ability to reflect a professional image while representing the zoo
• Take responsibility to stay informed about happenings at the Zoo such as reading employee communications and attending meetings
• Reflect the qualities outlined in our Core Values, the Guest Relations…