Events Coordinator

Reports to: Events Manager

The National Aviary is home to one of Pittsburgh’s best new events venues! Our events team is dedicated to providing high-quality events working mainly in our newest event space, The Garden Room, which opened in 2020. As an Events Coordinator, you can learn how to create unique events in a nonprofit environment.

The Event Coordinator will have the opportunity to work on events ranging from weddings and showers, to bar and bat mitzvah celebrations, and corporate occasions. You’ll be a part of a dedicated team that provides our guests with a stress-free event. As an Event Coordinator, you will bring the guest’s vision to life while supporting the National Aviary’s work to save birds and protect their habitats.

We support new team members with customized job training. The average day will consist of supervising all aspects of hosting on-site internal and external private and special events. This includes site tours, creation of seating charts, coordination and communication with our Food & Beverage supplier and other vendors, and assisting the Director of Guest Operations and Events as needed. We invite you to join an innovative team using your event planning experience.

VALUES:

Share in our mission to inspire respect for nature through an appreciation of birds. The National Aviary values compassionate care for all birds as individuals. When you are part of the National Aviary team, you will be immersed in a work culture of collaboration, inclusivity, respect, and continual growth.

LOCATION:

Located in Pittsburgh’s historic Northside neighborhood, the National Aviary offers a one-of-a-kind workplace with a few feathered friends! This fact-paced environment ensures that your work day will never be the same.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Acts as night of coordinator supervising events including weddings, corporate events, and private parties occurring on weekends, evenings, and some holidays.
• Supervises all aspects of hosting on-site private and special events including, but not limited to: providing event layouts to National Aviary Staff prior to the event and overseeing set-up on day of; coordinating vendors & deliveries (floral, décor, other) and valet parking if appropriate; servicing clients’ and guests’ needs throughout their events; supervising staff on site during event to ensure customer service, safety, and cleanliness standards are consistently upheld.
• Coordinates and communicates with Food & Beverage provider
• Assists with set up and teardown, if necessary.
• Provides support and acts as back up to Events Coordinators and Director of Guest Operations and Events
• Closes and secures building at the event’s conclusion.
• Coordinates and maintains all documents related to special events including but not limited to, contracts and insurance documents with third parties and after event reporting.
• Maintains accurate records related to facility rentals and special events.
• Accurately and efficiently produces seating charts for events using Prismm software.
• Communicates with clients and internal stakeholders regarding seating charts in a timely fashion.
• Handles inquiries regarding facility rentals by answering phone calls, immediately returning voicemails, emails and web based inquiries; inquiries including pricing, available space, date availability, bird encounters, catering, etc..
• Meets with potential clients and conducts facility tours highlighting the National Aviary’s unique attributes as a private event venue.
• Performs general daily administrative duties and assists with other departmental requests.
• Assists in maintaining budget for facility rental expenses and for meeting department revenue goals.
• Serves as a Responsible Party; adheres to all National Aviary policies and protocols.
• Communicates with Incident Commander when necessary.
• Interacts with visitors utilizing National Aviary Visitor Engagement protocol.

Reasonable Accommodations may be made to enable individuals with disabilities to perform the essential functions.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for their job. Duties, responsibilities, and activities may change at any time with or without notice.

SUPERVISORY RESPONSIBILITIES:

• While leading an event, the Events Coordinator supervises all event staff from setup to teardown including buildings & grounds, animal programs, security, etc.

SKILLS AND QUALIFICATIONS:

• Excellent written and oral communication skills, telephone skills, organization, and interpersonal skills
• Demonstrated skills in event coordination including event execution, vendor relations and emergency response management when applicable,
• Demonstrated skills in sales, as well as managing the sales process
• Ability to notice sales trends, analyze information, and make strategic marketing recommendations
• Ability to exercise sound judgment in various situations.
• Ability to maintain a calm and courteous demeanor under pressure
• Must be able to clearly convey information and respond to questions with professionalism and poise
• Ability to interact with visitors and colleagues in a highly professional, respectful and responsive manner
• Strong administrative skills including filing with accuracy, both electronic and paper files; and working knowledge of Microsoft Office Suite (Word, Excel, Outlook, Powerpoint)

EDUCATION AND/OR EXPERIENCE:

• A combination of education and experience will be considered

OTHER REQUIREMENTS:

• Satisfactory Pennsylvania State Police Criminal Record Check and Child Abuse History Certification
• Satisfactory FBI Criminal Record Check
• Valid Driver’s License and ability to pass Department of Motor Vehicles check

PHYSICAL DEMANDS:

While performing the duties of this job, the employee constantly moves around the facility, including under and around equipment and furniture. The employee occasionally moves objects weighing up to 50 pounds.

WORK ENVIRONMENT:

Work environments will include chilled or humid environments, public areas where the noise level may be loud, outdoors where work may need to be done in inclement weather conditions, including extremes of temperature and precipitation, and climate-controlled office spaces.

POSITION TYPE/ EXPECTED HOURS OF WORK:

This is a full-time position. Candidate must be available to work a typical event management schedule on a weekly basis, including evenings and weekends.

Interested candidates should send their resume, cover letter and application to Victoria.Grace@aviary.org

Please note: the application can be downloaded on our website

Job Type: Full-time

Pay: From $1.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Evenings as needed
• Weekends as needed

License/Certification:

• Driver's License (Preferred)

Ability to Commute:

• Pittsburgh, PA 15212 (Required)

Ability to Relocate:

• Pittsburgh, PA 15212: Relocate before starting work (Required)

Work Location: In person