Executive Director and Development Services for the Henry Vilas Zoo Foundation

Overview

The Henry Vilas Zoo Foundation ("Foundation") invites proposals to provide services pursuant to an engagement agreement on the general terms and conditions described below.

The services to be provided (the “Services”) are more particularly described below, and will include executive leadership, cultivation of donor relationships and support for the Foundation’s fundraising activities, oversight of Foundation operations, supervision of certain other service providers, and miscellaneous other services typically performed by the Executive Director of a nonprofit fundraising organization, as requested by the Board of Directors or officers of the Foundation from time to time, up to an average of 25 hours per week. The Services will not include oversight of Zoo operations or any of the revenue raising activities conducted on the grounds of the Zoo, which will solely be conducted by employees of Dane County under the supervision and authority of the Zoo Director.

The service provider will be an independent contractor achieving goals and objectives established by the Board of Directors and officers of the Foundation, and will be expected to determine the method and supply the means of performing the Services, including by providing any required office space, equipment, communication services, technology licenses, and supplies. The Foundation will maintain a website, email account, and social media accounts for use in providing the Services. As an independent contractor, the service provider will be responsible for all required withholding and payment of all applicable federal and state employment taxes. The Foundation will not provide any workers compensation, employment compensation, health or disability insurance, retirement benefits, or other welfare or pension benefits to any person or persons providing the Services

Scope of Services

1. Fundraising & Donor Development (Primary Responsibility)

• Developing and implementing an annual fundraising strategy
• Managing capital campaigns
• Identifying, cultivating, soliciting, and stewarding individual, corporate, and foundation donors
• Building and managing a robust donor pipeline
• Preparing sponsorship proposals and donor presentations
• Coordinating donor meetings and cultivation activities
• Assisting with capital grant opportunities as appropriate
• Developing long-term fundraising initiatives and campaigns

2. Board Partnership & Governance

• Serving as the primary liaison between the Board and Foundation operations
• Tracking Board action items and strategic priorities
• Assisting with implementation of Board decisions
• Providing regular reports regarding fundraising progress and Foundation activities

. Foundation Operations

• Managing day-to-day Foundation operations
• Coordinating vendors and other consultants
• Maintaining Foundation records and files
• Overseeing donation processing and timely donor acknowledgments
• Managing organizational priorities
• Assisting with financial tracking and coordination with accounting professionals
• Helping ensure efficient and professional organizational operations

Marketing & Communications

• Developing donor communications
• Coordinating newsletters and email communications
• Creating promotional and fundraising materials
• In partnership with vendors, assist with website and social media content

Event Leadership

• Coordinating with the Board of Directors in the planning and management of Foundation events
• Coordinating vendors, volunteers, and sponsors
• Assisting with sponsorship fulfillment
• Supporting donor stewardship activities surrounding Foundation events

6. Zoo Staff Connection

• Liaise with the Zoo Director when designated specialized staff expertise is needed for donor cultivation or technical campaign details
• Establish cadence and deliver regular status updates with Zoo Director
• Follow permissible use as granted for limited official zoo logos and master plan rendering assets for the use of capital fundraising campaigns
• Establish with Zoo Director joint public messaging and media protocols
• Comply with Public Records as joint communications may be subject to Wisconsin open records law

How to Apply

Interested applicants should submit a proposal in PDF format that includes:

1. A cover letter describing their approach to fundraising and relevant experience
2. Relevant experience and resume(s) for the individual(s) who would provide the services
3. Three references
4. Proposed fee structure and amount
5. Estimated availability

Proposals are due September 21, 2026 and should be emailed to Info@hvzfoundation.org, Attention: Libby Gerds and Molly Walsh.