Executive Director and Development Services

Executive Director and Development Services

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”) 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 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 workers’ compensation, employment compensation, health or disability insurance, retirement benefits, or other welfare or pension benefits to any person or persons providing the Services.

About the Henry Vilas Zoo Foundation

The Henry Vilas Zoo Foundation exists to inspire philanthropy and secure private support for County-approved capital projects undertaken by the Henry Vilas Zoo. Working in partnership with Zoo leadership, Dane County, donors, volunteers, and community partners, the Foundation raises funds for projects that enhance animal care, support educational programming, enable conservation initiatives, and ensure the Zoo remains a treasured destination for generations to come.

Scope of Services

1. Fundraising & Donor Development — Primary Responsibility

Responsibilities include:

• 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

Responsibilities include:

• 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

3. Foundation Operations

Responsibilities include:

• 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

4. Marketing & Communications

Responsibilities include:

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

5. Event Leadership

Responsibilities include:

• 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

Responsibilities include:

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

Desired Qualifications

The ideal service provider will demonstrate:

• Proven success in nonprofit fundraising and donor development
• Experience cultivating major gifts and corporate partnerships
• Strong project management and organizational skills
• Excellent written and verbal communication abilities
• Experience working effectively with nonprofit boards
• Ability to build relationships across diverse stakeholder groups
• Experience planning and executing nonprofit events
• High level of professionalism, initiative, and discretion
• Familiarity with donor management systems and online giving platforms

Preference will be given to service providers with strong connections to the greater Madison community and experience working with nonprofit organizations, cultural institutions, or philanthropic organizations.

Performance Expectations

The successful contractor will be expected to:

• Increase annual philanthropic support
• Expand and strengthen donor relationships
• Ensure timely acknowledgment and stewardship of all gifts
• Maintain strong communication with the Board of Directors and officers of the Foundation, the Henry Vilas Zoo Director, and the Foundation’s other service providers
• Develop and monitor measurable fundraising goals
• Provide regular reports regarding fundraising activities, operational priorities, and project progress
• Strictly adhere to Association of Zoos & Aquariums (AZA) Governing Authority and Support Organization standards in relation to fundraising entities
• Be available to provide the Services on a timely basis, up to an average of 25 hours of service per week, calculated on a rolling 12-week basis

Contract Terms

The Foundation anticipates entering into an independent contractor agreement for the provision of the Services.

The agreement will include, among other terms:

• Scope of services
• Fees and any expense reimbursement provisions
• Performance expectations
• Reporting requirements
• Confidentiality provisions
• Term, termination, and renewal options

Timeline

RFP Issued: September 4, 2026
Proposals Due: September 21, 2026
Interviews: Early October