Events Manager

Description

Bring celebrations to life in one of Pittsburgh’s most beautiful settings. As Events Manager at Pittsburgh Botanic Garden, you’ll lead our private events program—building relationships, driving revenue, and creating memorable experiences for couples, companies, and community partners. 

Role Overview

The Events Manager is responsible for growing private event revenue and ensuring every event, from weddings and corporate gatherings to special celebrations, runs smoothly from first inquiry to final guest departure. You’ll report to the Visitor Experience and Events Director, supervise the events team, and work closely with clients, caterers, rental companies, vendors, volunteers, and Garden staff.

What You’ll Do

• Meet or exceed quarterly rental and alcohol revenue goals outlined in the annual budget.
• Set sales goals and build a clear, strategic plan to bring in new event business and repeat clients.
• Prepare reports on rental and alcohol revenue, track key sales metrics, and share insights to guide decision-making.
• Build strong relationships with corporations and other organizations to encourage new bookings and long-term partnerships.
• Develop leads and nurture long-term relationships in the event planning, production, and promotion communities and with other relevant groups.
• Provide warm, professional customer service, responding to inquiries, scheduling and leading site tours, and guiding clients through the booking process.
• Clearly communicate rental policies and procedures to clients and vendors so expectations are aligned.
• Collaborate with caterers, rental companies, and other vendors to ensure seamless event execution.
• Work with contracted clients to keep timelines on track; process and track event payments and licensing fees, review Certificates of Insurance, and confirm complete, accurate contracts.
• Lead, coach, and mentor Event Coordinators and Event Assistants, providing clear communication, inspiration, and accountability.
• Ensure event spaces are clean, set, and ready for each rental, and handle any contracted add-ons or special touches.
• Create and manage content for the private events Instagram account, including monitoring and responding to comments.
• Maintain and update listings and inquiry platforms such as The Knot, WeddingWire, and Here Comes the Guide.
• Keep private event packages current, including information, pricing, and offerings.
• Maintain detailed records for each event, vendors, timelines, and notes, to support accurate, smooth day-of execution.
• Lead day-of event management, serving as the point person to keep everything on schedule and handle issues as they arise.
• Help research, analyze, and develop special events that increase revenue and support the Garden’s financial goals.
• Collaborate with other departments on programs and initiatives that advance the Garden’s long-term mission and visibility.

Requirements

What You’ll Bring

• Bachelor’s degree or an equivalent mix of education, experience, and/or training.
• Proven experience in planning, budgeting, and marketing, ideally in events, hospitality, or a related field.
• Proficiency with Excel and the ability to learn systems such as Blackbaud Altru, Clover, Tripleseat, and Back Bar; basic A/V knowledge is helpful.
• Ability to stay calm under pressure, navigate challenging situations, and consistently meet deadlines.
• Strong organization skills, attention to detail, and excellent written and verbal communication.
• Strong people skills, with the ability to manage conflict, foster a positive work environment, and collaborate with a wide range of personalities.
• Prior staff management experience and comfort leading, coaching, and developing a team.
• Working knowledge of local and regional markets, venue operations, and the special events industry.
• Ability to manage multiple events and tasks at once in a fast-paced environment.
• Skill in evaluating event risk and liability and making sound decisions to protect guests and the organization.
• Ability to obtain and maintain required clearances (Child Abuse Clearance, PA State Police Background Check, FBI Fingerprint Background Check) and a valid Pennsylvania driver’s license.
• RAMP and ServSafe certifications, or willingness and ability to become certified.
• Strong problem-solving skills and the ability to troubleshoot issues in real time.

Work Style and Environment

• Standard five-day, 40-hour workweek with flexibility for weekends.
• Evening, weekend, holiday, and special event hours are required to support Garden events.
• Position includes paid holidays, vacation, and sick time.
• Ability to lift and carry up to 30 pounds, stand for extended periods, and work in all weather conditions.

If you are energized by creating exceptional experiences, building relationships, and leading a team in a stunning outdoor setting, this Events Manager role offers a dynamic opportunity to grow your career while helping the Garden and its guests celebrate what matters most.