What are the responsibilities and job description for the Events Assistant, Seasonal position at Seneca Park Zoo Society?
Department: Special Events
FLSA Status: Part Time, Non-Exempt
Working Hours: Flexible hours - averaging 20 hours per week, April - October. Working hours may vary based on scheduled weekend and evening events. Must be available weekends and for occasional evening shifts.
Direct Supervisor's Name and Title: Angela Giuseppetti, Special Events Manager and TBD, Private Events and Corporate Engagement Manager
JOB SUMMARY
The Events Assistant provides administrative and hands-on support to the Events Department. Key responsibilities include outreach to vendors, partners, clients/prospective clients, and donors; organization and preparation prior to events; staffing at certain Signature Events, Private Events, and applicable third-party events. Additional responsibilities include general clerical duties such as scanning, copying, filing, data entry, list development, and data cleanup. Work schedule will include daytime and evening shifts; evening and weekend availability will be needed for this role.
DUTIES
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Provide departmental support for Special Event fundraisers and private catered events.
- Includes attendance at all Special Events, assisting with event setup and breakdown, preparing site and materials prior to event start, and staffing a support role during events.
- Assist Special Event Manager with outreach, solicitation of silent and live auction items and wine and spirits, communication with tasting trail vendors. Zoobilation data entry into Greater Giving Database for silent auction procurement.
- Provide administrative support for Zoobilation, ZooBrew, Jungle Jog 5K Run/Walk, Wine for Wildlife and Spooktacular.
- Communication with corporate sponsors regarding logos and guest lists, other sponsorship administrative support as needed.
- Attending event debriefs and helping to capture detailed reports.
- Support Events Manager with any third-party fundraising events, including administrative and planning duties.
- As schedule permits provide event support for donor events.
- Assist Private Events and Corporate Engagement Manager with research and outreach to potential private clients and participate in client site visits. Provide additional private event support when needed such as golf cart driver, greeter or event check in, occasional substitution as primary host.
- Assist Event Manager with maintaining up-to-date Event files.
SUPERVISION
This position has no supervisory responsibilities.
TECHNOLOGY/ EQUIPMENT/ TOOLS
Desktop/laptop computer
MS Office 365 (Word, Excel, Outlook, PowerPoint)
Greater Giving
PHYSICAL ACTIVITY
This position requires sitting, walking, standing, speaking, hearing, interacting with guests, and staff. Will work at a computer for some extended periods of time. Lifting and carrying (less than 40 pounds) is expected. Ability to be up and and moving throughout Zoo grounds during an event.
WORK ENVIRONMENT
Administrative work is performed primarily in an office environment with moderate noise. Event shifts are performed on Zoo grounds with groups of 30-3000 guests and will require moving to various locations throughout Seneca Park Zoo with exposure to outdoor elements. The work schedule will require weekends and evenings to meet the needs of the position. Management retains the right to alter work schedules accordingly.
QUALIFICATIONS
Must be 21 with Valid NYS Driver's License
EDUCATION REQUIREMENTS
Associate's Degree or equivalent years of experience is required.
EXPERIENCE REQUIREMENTS
One to three years' related or applicable experience.
Excellent communication and organizational skills.
TRANSPORTATION REQUIREMENTS
Own vehicle is not required; however, some working shifts will conclude at late hours when public transportation is less accessible.
SKILLS AND COMPETENCIES REQUIREMENTS
Strong attention to detail and be dependable, organized, and able to adapt to changing demands and environments. Ability to set priorities and to meet established deadlines with limited direct supervision.
Ability to effectively transition between multiple duties.
Ability to take initiative and identify projects in need of completion.
Strong collaboration skills and ability to work well with others.
Enjoys meeting new people and is comfortable working in an indoor-outdoor, all seasons venue.
Seneca Park Zoo Society is an Equal Opportunity Employer.
We celebrate diversity and are committed to creating an inclusive environment for all employees.
