Events Assistant

Event Assistant

The Virginia Zoo, founded in 1901 and located in Norfolk, Virginia, is home to more than 700 animals representing over 150 species across 53 acres of outdoor habitats, the World of Reptiles, classrooms, and guest amenities. The Zoo is committed to inspiring our community to take action to save the world's wildlife and their ecosystems. Our vision is a world where everyone values wildlife and the environment.

The Event Assistant supports the Events Manager and the Events Department in planning, coordinating, and executing engaging events at the Virginia Zoo. This role focuses on vendor coordination, onsite event support, and general administrative assistance. The Event Assistant also helps promote events by distributing Zoo-provided promotional materials within the community. Success in this position requires a highly organized, detail-oriented individual who is comfortable communicating with vendors, sponsors, guests, and community partners to ensure seamless event execution.

Essential Duties / Responsibilities

• Assist with vendor communication, including DJs, bounce house rentals, food trucks, community partners, and local businesses.
• Coordinate vendor logistics such as arrival times, load-in/load-out procedures, and contract requirements.
• Maintain vendor agreements and ensure compliance with Zoo policies.
• Support the development of new vendor partnerships and sponsorship coordination to enhance event offerings.
• Distribute Zoo-provided flyers and promotional materials around the community to generate awareness and excitement for events.
• Assist with event setup, breakdown, and onsite coordination.
• Contribute to departmental brainstorming and planning sessions to explore new event ideas aligned with the vision and goals of the Virginia Zoo Events Department.
• Provide general administrative support, including responding to event inquiries, organizing event documents, maintaining event checklists, timelines, itineraries, DJ notes, FAQs, vendor contact lists, and post-event reports.
• Serve as an onsite point of contact for guests during events, answering questions about schedules, activities and amenities.
• Assist with event signage and wayfinding placement to help guests navigate event activities.
• Gather informal feedback from guests to support continuous improvement of events.
• Collaborate with other Zoo departments and volunteers to ensure smooth event operations.
• Conduct inventory audits of event supplies and coordinate reorders when necessary (e.g. signage, decorations, wristbands, table covers, giveaway items).
• Assist with collecting attendee and staff feedback through surveys.
• Provide post-event recaps including financial data, attendance and survey feedback.
• Provide support for private rental events and birthday parties, before, during and after the event.
• Perform other duties as assigned.

Education and Experience

• Experience in customer service, hospitality, or event support.
• Bachelor's degree, preferably in Hospitality, Event Planning, Tourism, Parks and Recreation, or Communications or equivalent experience.

Minimum Qualifications

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Effective time-management skills with the ability to prioritize multiple tasks.
• Comfortable interacting with vendors, sponsors, and community members.
• Ability to work independently while taking direction from the Events Manager.
• Ability to function well in a fast-paced environment.
• Ability to maintain confidentiality regarding donor and prospect information.
• Proficiency with Microsoft Office or related software.
• Ability to maintain a flexible schedule, including nights and weekends.
• Ability to maintain an optimistic attitude when supporting guests, partners and zoo staff

Preferred Qualifications

• One year or more of event, hospitality, customer service, or related experience.
• Experience with site maps/plan-o-grams.
• Experience as a venue coordinator and/or with outdoor events.
• Experience coordinating with 3rd-party vendors.
• Understanding and knowledge of the local Norfolk community.
• Experience supporting marketing or promotional activities.

Physical Requirements / Working Conditions

• Ability to stand, move, and walk for up to 8 hours a day.
• Ability to lift and move objects including but limited to boxes, tables, and chairs, up to 35lbs.
• Ability to work outdoors in various weather conditions.

Special Requirements

• Valid driver's license
• Ability to pass a background check

Equal Employment Opportunity Statement

The Virginia Zoo is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

ADA Accommodation Statement

The Virginia Zoo is committed to providing reasonable accommodations to qualified individuals with disabilities to ensure equal access to employment opportunities and the essential functions of each position. Applicants or employees who require accommodation may contact Human Resources to initiate an interactive process.