Events Coordinator

Events Coordinator

Job Family: Guest Experience

Job Title: Events Coordinator

Job Status: Full time, Overtime Exempt

Location: Tracy Aviary at Liberty Park (60%) and Nature Center at Pia Okwai (40%). Time spent at each location can vary depending on the event needs.

Relationships: Reports to Event Manager. Additional reporting to the Nature Center Director. Works closely with departments to facilitate rentals and events at both campuses.

Job Summary: This position includes, but is not limited to, the following responsibilities:

• Correspond with potential and current partners and clients. Schedule meetings and tours for clients and vendors as well as answer questions and inquiries by phone and email.
• Helps maintain events calendars and schedules across various platforms.
• Provide day-of coordination services to private event clientele.
• Process contracts and ensure fulfillment of all contracted services.
• Help train Events staff as needed/assigned.
• Help manage our stock of rental items. Ensure completion of item inventories and maintenance as needed.
• Work weekday, weekend, and after-hours events as needed.
• Collaborate with other departments to provide specialty services, cleaning, and set up for various events. Work directly with vendors, clients, other departments and event volunteers for event setup, coordination, and take down.
• Delegation of tasks to appropriate employees during events.
• Prepare and secure various permits that are required for events as needed.
• Help manage presentation and maintenance of event spaces at both campuses.
• Submit work requests in a timely fashion.
• Schedule and attend meetings as needed or assigned.
• Other duties as assigned.

Job Qualifications: Studies have shown that women, non-binary folks, and Black, Indigenous, and People of Color are much less likely to apply for a position unless they feel they meet every qualification as described. We are committed to finding the best overall candidate and welcome candidates who may come from less traditional backgrounds. Please think about the breadth of your life experience when considering the lists of qualifications

• Comfortable working as a member of a team
• Well organized and eager to take on new tasks and meet commitments
• Basic knowledge of events OR strong desire to learn
• Positive and flexible attitude, ability to problem solve creatively and be able to ask for help.
• Experience and proficiency working with diverse communities and the ability to utilize cultural competency.
• Comfortable working outdoors in various weather conditions.

Preferred Qualifications:

• Ability to speak, read, and/or write in multiple languages.
• Previous experience with events and/or public engagement
• Previous experience working for cultural attractions or non-profits

Comments: This position may involve some heavy lifting, may need to assist in setting up rental items such as tables and chairs, cleaning of hazardous materials such as broken glass may occur. Must be able to work weekends and nights. This role will be comprised of approximately 50% private event work and approximately 50% public event work over course of the the year, but percentages will vary seasonally.

Disclaimer: This job description has been designed to indicate the general nature and level of work performed by an employee within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of an employee assigned to this job.

To Apply: This position is open until filled. Email a resume and cover letter to Jeff Jones at jeffj@tracyaviary.org

Tracy Aviary Justice, Equity, Diversity, Accessibility, and Inclusion Statement:

At Tracy Aviary, we value the beauty and diversity of birds and nature. In the same spirit, we are committed to providing a safe haven for people in all their diversity to engage, learn, and connect with nature at our facilities and through our programs. We strive to be increasingly respectful and responsive to this broad diversity of people and partner with the community to co-create opportunities to connect with nature and each other. We see diversity, equity, accessibility, inclusion, and justice as requisites for institutional excellence. We aim to create an environment in which staff can bring their whole selves and are supported through mentoring, growth opportunities, and recognition of their value as part of our organization. It is our aspiration that our staff, partners, and volunteers embrace our core values and that we extend these values to our guests and community.

• By diversity we mean the quality of being different or unique at the individual or group level. This definition encompasses all people including but not limited to people of different ages, languages, ethnicities, gender identities, nationalities, immigration statuses, parental statuses, abilities, learning styles, races, religions, sexual orientations, socio-economic statuses, education levels, and more.