Events Coordinator

Description

JOB SUMMARY

The Events Coordinator assists in all event planning, coordination, and logistics for the Dallas Zoo. Event Coordinators will be designated to focus on either donor / member / fundraising or public events.

SPECIFIC DUTIES AND RESPONSIBILITIES

• Coordinate all logistics for assigned Zoo events (e.g. membership events, stewardship events, President's Circle events, cultivation events, public events, etc.). Includes arranging event space; food and beverage; supplies and audiovisual equipment; event signage and ensure all logistics are properly performed. Works closely with Guest Services, Membership, in house catering team, and animal teams when applicable.
• Works with members of the Advancement team to develop appropriate invitation lists for donor / member / fundraising events. Work to ensure accuracy of event info being entered into the database.
• Works with Events Director to develop event themes, activity ideas, floor plans, production timelines, etc. Also works with volunteer leadership for designated events.
• Prepares nametags, materials, registration lists and other event materials in coordination with Advancement Services for donor / member / fundraising events.
• Assist the Events Director in event logistics for Zoo To Do, the Zoo's annual fundraising gala.
• Coordinates the annual Zoo To Do silent auction and live auction fulfillment post event.
• Supports the Events Director.
• Manages and tracks assigned event budgets.
• Manages on-site production to ensure smooth execution of the event, including trouble shooting and clean up. Oversees internal and external work crews before, during and after events. Provides necessary documentation regarding event set-up to the appropriate entities.
• Works with external vendors for rentals, lighting, power, etc. needs.
• Ensures event information is captured in the database in coordination with Advancement Services.
• Ensures event information is up to date in the zoo wide calendar.
• Proposes new ideas to improve all events, including planning and implementation recommendations.
• Serves as an "ambassador" of the Zoo by coordinating and conducting special tours for donors / members and other VIPs.
• Supports the efforts of the greater Advancement team.
• Serves as administrative support as needed.
• Performs other duties as assigned.

QUALIFICATIONS

WORK ENVIRONMENT