Marketing and Event Coordinator Job at Buffalo and Erie County Botanical Gardens

Marketing and Event Coordinator
Reports to: Director of Marketing & Events     Created: October 2024

This is a full-time, non-exempt position 

Hourly rate: $17-$19

Job Overview: As the Marketing and Events Coordinator at the Botanical Gardens, you will play a pivotal role in promoting our mission and enhancing community engagement through vibrant marketing campaigns and unforgettable events. We are seeking a self-motivated, energetic, and organized individual who can bring fresh ideas to life while managing multiple projects simultaneously. You will be responsible for coordinating a variety of events, brainstorming marketing strategies,  and collaborating with local partners to create unique experiences that connect people with plants. If you thrive in a dynamic environment and are passionate about making a positive impact, this is the perfect opportunity for you to grow with us.

Wow, Wonder and Welcome Vendor & Client Communication

• Incorporate Wow, Wonder, and Welcome into every guest experience.
• Establish positive relationships with clients, caterers, vendors, etc...
• Every event at the Botanical Gardens should be a memorable experience that is filled with kind and professional interactions.
• Coordinate client, vendor, and partner communication, keeping communication prompt and a constant priority - answer and return phone calls and email inquiries in a timely manner to capitalize on potential sales and opportunities.
• Create positive memories rooted in kindness, empathy and understanding that will last a lifetime for our clients.

Marketing & Events

• Plan, market, and execute fundraising events in collaboration with the Marketing and Events Department. This includes vendor communication and partnerships, building promotional content and strategies, seeking donations, and event set-up and break-down.
• Take lead execution of various types of fundraising events.
• Work collaboratively with your team and other departments as needed to ensure fundraising events are effectively planned, marketed to specific audiences, executed, and revenue generating.
• Actively seek and explore opportunities for in-kind donations, monetary donations and sponsorships.
• Work collaboratively with your team to assist with creating marketing content and materials that include, but are not limited to, social media posts, blog posts, email blasts, etc.
• Facilitate Botanical Gardens’ Affiliate Organizations and partner society relationships, annual shows and regular meetings.
• Serve as a day-of event coordinator at private events such as weddings and baby showers as needed.
• Create and manage vendor and community partner relationships, communication, and agreements.
• Support in understanding the organization’s shared calendar to ensure that event dates are timely and effective and do not conflict with the organization’s expansive programming. This includes enforcement of date holds, matching calendars, and constant monitoring of available event dates.

Teamwork & Relationship Building

• Lead by example and work with staff to ensure a welcoming environment and an excellent experience for visitors from arrival to departure.
• Establish and maintain positive relationships with co-workers, volunteers, clients, caterers, sponsors, vendors etc.
• Foster open communication where new ideas and innovation are fostered with team members and staff.
• Help to create a positive, transparent, collaborative, and fair work environment.
• Take initiative and work with the entire team to ensure thoughtful compliance with the organization’s Mission, Vision, Policies, Procedures, Core Values and Inclusion Code of Conduct.
• In collaboration with your supervisor, adhere to an annual departmental budget and establish short and long-term goals for your department.
• Positively serve as a representative of the Botanical Gardens to all clients, visitors, vendors, government officials and any/all external sources.
• Work collaboratively with Botanical Gardens’ staff to promote open communication regarding daily activities on the shared calendar.
• Required to work a flexible schedule. Evenings, weekends and some holidays will be required.
• Additional duties as assigned

Education, Skills, Qualifications:          

Education and Experience

Bachelor’s degree in Marketing, Public Relations, Communications, Event Planning or a related field. At least two years of experience in marketing or event coordination is required. Non-profit or museum experience is preferred.

Skills and Characteristics      

• The ability to take initiative, possess strong organizational skills, have a positive attitude and apparent enthusiasm for the job and the organization.
• Strong interpersonal skills, including the ability to take charge of situations, as well as the ability to collaborate creatively to solve problems.
• Shows determination and persistence in managing timelines and follow-up schedules to ensure that communication with vendors, partners, and clients is effective and collaborative.
• The ability to multitask while maintaining strict attention to detail.
• Strong computer skills, including all Social Media platforms, Microsoft Word, Excel and Outlook, are required.
• Self-motivated, trustworthy, reliable, and team-oriented.
• This person should be creative, have strong interpersonal skills and should possess excellent written and oral communications skills.
• A passion for mission-driven organizations and healthy professional relationships with co-workers and volunteers as well as a positive attitude and apparent enthusiasm for the job and the organization.
• Must be willing and able to sustain moderate to heavy physical exertion, with a full range of body motion, lift up to 50lbs, work in all weather conditions including extreme heat for periods of time.

Professionalism 

• Maintain a professional appearance at all times.
• Maintain required attendance and punctuality.
• Adhere to the policies and procedures outlined in the Employee Handbook.
• Shows respect and courtesy in all interactions with all of the Botanical Gardens’ team personnel and partners.

Teamwork and Diversity

• Support and communicate with supervisor and co-workers in a cooperative manner.
• Share in the housekeeping of the Botanical Gardens to ensure staff and visitor safety.
• Assist other departments as requested.