Special Events Coordinator

Job Description

Job Description

Pittsburgh Zoo & Aquarium

Position Description

Position Title: Special Events Coordinator Job Code: Department: Special Projects Job Grade:

Reports To: Special Events Manager FLSA Status: Hourly - $20/hr, Exempt

Purpose :

The Special Events Coordinator assists in managing and hosting public events on Zoo grounds which welcome engagement from all members of the Pittsburgh community, with attention to diversity, equity, inclusion, and accessibility. Candidates should excel in event execution/management, providing quality customer and vendor service, and be committed to overall excellence. This position helps develop, manage, and execute a variety of special events, under the supervision of the Special Events Manager, that welcome a wide range of audiences to the Pittsburgh Zoo & Aquarium throughout the year. This role includes event administration, client relations, logistical execution, and other tasks as needed.

Essential Job Functions :

Events Administration

• Schedule and reserve meeting room spaces and venue sites at the Zoo for internal and external meetings, special events, and other programs as needed.
• Create and maintain accurate and up-to-date timelines, floor plans, and memos for events assigned by the Special Events Manager.
• Update event staff team and volunteer schedules and task lists for events assigned by the Special Events Manager.
• Assist in research for special events in collaboration with the Special Events Manager.
• Attend assigned walkthroughs, assist with logistics planning, and ensure details are communicated with the necessary teams.
• Assist in event research, solicitation, and communication with vendors, performers, and event sponsors as needed.
• Communicate across departments including Catering, Grounds, Maintenance, Development, Animal Care, and Marketing for necessary needs.
• Document meeting notes during special events meetings.

Private and Special Events (and facility rentals)

• Serve as the event lead on assigned special events as decided by the Special Events Manager.
• Assist in the execution of development and other high-end events under the direction of the Special Events Manager.
• Act as a point of contact for vendors, staff, and guests during special event preparation and the event itself.
• Assist with pre-event prep tasks, set-up, tear down, and logistical needs throughout the execution of the event.

• Maintain an accurate inventory of event supplies, decor, furniture, and other equipment and oversee the organization of event storage facilities.
• Serve as a resource and representative of the Pittsburgh Zoo during events as needed, communicating accurate information to guests, staff, and vendors in a professional manner.
• Maintain a consistent image of professionalism and leadership during events and throughout the event execution process.
• Assist with private events and rentals when needed by the Private Events Manager.

Performance Factors:

• Event Execution: The employee is able to execute an event with minimal to no supervision, including the ability to coordinate set-up and tear-down logistics, timelines, vendor coordination, and staff.
• Communication and Contact: The employee communicates effectively both verbally and in writing with superiors, colleagues, and individuals inside and outside the Zoological Society. The employee is able to meet deadlines, return communication in a timely manner, and maintain constructive working relationships.
• Professionalism: The employee is able to handle unforeseen circumstances and resolve issues that may arise during an event with professionalism and leadership.
• Attendance and Dependability: The employee can be depended on to report to work at the scheduled time. Employee is conscientious about deadlines and assignments. Employee is expected to be present for special events and is able to operate on a flexible schedule to accommodate evening, weekend, and other unique shifts.
• Provides excellent customer service in the areas of guest relations and park beautification:
  • Answers visitor inquiries or finds someone who can;
  • Is knowledgeable of the 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 or 0 – 3 years’ experience in special events, planning and execution, or a related field is preferred.
• An interest in a background in cultural or entertainment venues is preferred.

Physical Requirements:

• Must be able to use and/or learn office equipment including computers, printers, telephones, etc.
• Must have the ability to operate or learn how to operate utility vehicles (golf carts).
• Must have the ability to lift 30 pounds for event execution.
• Position is a hybrid setting, involving sitting for long periods of time in an office setting and moving about the park outdoors. Employee must be able to walk long distances and stand for extended periods of time in all weather conditions.
• Must be able to work weekends, evenings, some holidays, and at times for long shifts.
• Must have reliable transportation.
• Must be able to adhere to the standard dress code for office settings and for special events.