Events Specialist

Events Specialist

• Full Time
• Hybrid/In-person (San Francisco, CA)

Organizational Background

The Wildlife Conservation Network is a rapidly growing leader in wildlife conservation, working with over 125 species in more than 84 countries across the world. WCN uses its collaborative, entrepreneurial, innovative, and philanthropically generous approach to wildlife conservation to reverse crises facing threatened species. In support of WCN’s mission to protect endangered species and preserve their natural habitats by supporting entrepreneurial conservationists who pursue innovative strategies for people and wildlife to coexist and thrive, WCN gives entrepreneurial leaders access to donors and a range of resources and tools they need to be successful.

We are seeking a detail oriented and exceptionally organized Events Specialist to join our dynamic Donor Engagement team. In this pivotal role, you will orchestrate impactful virtual and in-person events, including our flagship Wildlife Conservation Expo, that connect our generous supporters with frontline conservationists. As a key member of the Donor Engagement team and working alongside the Senior Engagement Manager, you will design and execute meaningful experiences that connect our supporters directly with conservationists doing vital work in the field. This role requires exceptional attention to detail, outstanding organizational skills, and a superior customer service mindset to ensure flawless execution of every event. You’ll serve as the cornerstone  of our events program, maintaining meticulous timelines, coordinating complex logistics , and ensuring seamless delivery of every engagement opportunity. 

Key Responsibilities: 

1. Events Planning and Execution

In-person and Virtual Events

• Research and select venues, conduct site visits, and negotiate vendor contracts (A/V, catering, rentals, hotels, etc)
• Develop and maintain event timelines, run-of-show documents, and production schedules
• Review and contribute to email and print content, ensuring brand consistency
• Coordinate with Marketing/Communications team on event promotion calendar
• Manage WCN staff event calendar and coordinate cross-departmental communications
• Support travel logistics for Conservation Partners and donors, including accommodations and transportation
• Order, produce, and track inventory of event materials (signage, nametags, promotional items)
• Manage the Expo Marketplace with accurate accounting and a strong donor experience focus
• Design and manage strategic virtual programming to engage donors
• Produce and host virtual events (Insider Look, Closer Look), managing content, tech, speaker prep, and engagement

Financial Management & Reporting

• Submit and track payment requests; ensure timely vendor payments
• Finalize and process event contracts in close coordination with the Finance team
• Maintain accurate financial records in Excel for all event-related expenses
• Conduct post-event evaluations using surveys and debriefs with actionable insights
• Evaluate events success and alignment with donor engagement goals.

2. Wildlife Champions Program 

• Manage and optimize peer-to-peer fundraising platform
• Partner with Communications team to promote the platform
• Develop stewardship plans and support materials for fundraisers, and provide ongoing guidance and personalized support
• Attend select events to thank hosts and uphold WCN brand standards
• Oversee logistics and staffing for exhibit booths at third-party events
• Track participation and metrics; strategize for growth
• Cultivate community partnerships to expand WCN’s network

3. Volunteer Management & General Support

• Recruit, train, and manage volunteers; create training materials and recognition efforts
• Maintain accurate records in CRM, Airtable, and Google Drive
• Support special projects as assigned by the Donor Engagement team
• Stay up-to-date on best practices for events and community engagement
• Assist with cross functional support as needed

Experience and Skills:

• Associates degree or higher
• 3-5 years of administrative with direct event planning experience
• Strong customer service orientation with demonstrated ability to create meaningful guest experiences
• Exceptional organizational and logistical skills
• Proficient in Google Suite and Microsoft Excel
• Proficient in financial tracking and expense reconciliation 
• Excellent written and verbal communication skills
• Experience with Airtable or event management tools a plus
• Effective negotiation and problem solving skills
• Self-directed; able to manage multiple, simultaneous projects and deadlines
• Ability to operate in and enjoy a collaborative, team-oriented culture, and to work in a fair, supportive, and cooperative manner
• Willingness to work at all levels in high-volume periods, including weekend and evenings as necessary
• Physical ability to lift up 50 lbs and work outdoors in variable conditions
• Must have reliable vehicle and a valid driver’s license
• Must reside in the San Francisco Bay Area
• Passion for wildlife and wildlife conservation

Compensation and benefits:

The salary range is $72,000-$78,000 annually, based on qualifications and experience. In addition, benefits include: medical, dental, vision insurance contributions, chiropractic/acupuncture, basic life insurance, AD&D, Health FSA and Dependent care (pre-tax payroll dollars), a retirement plan where WCN matches 100% of employee’s contribution up to 6% of employee’s salary, 11 paid holidays with 1 paid floating holiday, 15 days of paid vacation in the first year (+1 day per year worked), paid sick leave, and an employee discount program.