Special Events Coordinator

Position Title: Private Events Coordinator

Department: Marketing

Reports To: Private Events Manager

FLSA: Full Time Hourly, Non-Exempt

Mission:
Connect people to wildlife, inspiring communities to conserve nature for future generations.

Purpose:

This position assists with the development, management, and execution of a variety of special events that welcome a wide range of audiences to the Pittsburgh Zoo & Aquarium throughout the year. This role focuses on event setup and execution, administrative tasks, and client relations. This position will assist with the primary execution of Private Events (client venue rental), with the potential to assist with Community Events (Zoo-hosted events) based on availability and performance.

Essential Job Functions:

• Serves as coordinator and day-of lead during events; tasks include assisting Grounds and Catering with setup as described by Private Events Manager or client, serving as host to groups entering the Zoo, and preparing venues with decor, equipment, and vendor load-in assistance. Monitors event execution, addresses areas of improvement, and facilitates event shutdown.
• Assists with the planning of events by supporting the Private Events Manager with administrative tasks, including bookings, event agenda memos, informational follow-ups with clients, and invoicing.
• Provides outstanding service to guests through the entire event process, including initial pitches, familiarization tours, setting agendas, coordination throughout the event, and successful follow-up.
• Cross-trains between community and private events to assist as needed, though will specialize in private event tasks.
• Communicates special events schedule and setup needs to appropriate departments during weekly special events meeting; includes departmental coordination with Catering, Grounds, Maintenance, and Visitor Services.
• Works with Education to secure live animal visits for special events and coordinates animal enrichment activities with Keeper staff.
• Organizes and coordinates shuttle scheduling through outside vendor for all evening private events.
• Works on a schedule that will be heavily focused on evenings and weekends, with primary availability needed Thursday through Sunday.
• Supports the Events team with assigned tasks and performs other related duties as required.

Performance Factors:

• Event Execution: The employee can execute and manage an event on their own with the proper knowledge of how to host an event. The employee can balance both public and private event settings.
• Attendance and Dependability: The employee can be depended on to report to work at the scheduled time and is seldom absent from work. Employee can be depended upon to complete work in a timely, accurate and thorough manner and is conscientious about assignments.
• Communication and Contact: The employee communicates effectively both verbally and in writing with superiors, colleagues, and individuals inside and outside the Zoological Society.

• Relationships with Others: The employee works effectively and relates well with others including superiors, colleagues, and individuals inside and outside the Zoological Society. Exhibits a professional manner in dealing with others and works to maintain constructive working relationships.
• Provides excellent customer service in the areas of guest relations and park beautification:
  • Answers visitor inquiries or finds someone who can;
  • Is knowledgeable of location of exhibits, restrooms, concessions, rentals, etc.;
  • Disposes of litter and waste throughout the park and zoo facilities.

Education/Experience/Knowledge/Skills:

Bachelor’s degree in a related field along with a minimum of 1 – 3 years’ experience in special events, planning and execution or a related field; a background in sales is preferred. Ideal candidates are dynamic and detail-oriented, skilled at multi-tasking, excel in building relationships, provide quality customer and vendor service, skilled at conflict resolution and working under pressure, and are committed to overall excellence.

Physical Requirements:

• Manual dexterity to operate office machinery such as personal computer, telephone, copier, etc.
• Must have the ability to lift up to 30 pounds for event set-up and tear-down.
• Position is both sedentary while in the office and active while working events in the park.
• Position involves working in the park with exposure to all types of weather conditions.
• Must be able to work evenings, weekends, and minor holidays.