Special Events Coordinator

Job Description

Job Description

Position: Special Event Coordinator

Position Type: Full Time

Work Week: Typically, Monday-Friday with frequent weekends. Additional nights, weekends and overtime as needed. Flexibility required.

Department: Administration/Events

Supervisor: Director of Events

 

Why Work with Us:

At Nashville Zoo, we believe in taking care of our team just as well as we care for our animals. Full-time employees enjoy a robust benefits package designed to support your health, well-being, and future:

 

• Comprehensive healthcare coverage – including medical, dental, and vision plans to keep you and your family healthy.
• Employee Assistance Program (EAP) – confidential support services for mental, emotional, and financial well-being.
• 401(k) retirement plan with company matching – helping you build a secure future while you make a meaningful impact today.
• Generous paid time off and sick leave – because rest and recovery are vital.
• Exclusive zoo perks – enjoy discounts on park experiences, retail, and food services, plus complimentary membership benefits.
• A collaborative and inclusive culture – be part of a diverse team where your voice matters, your growth is nurtured, and collaboration thrives across all departments.
• AZA - accredited facility – Nashville Zoo is committed to top-tier animal care, ethics and global conservation efforts.

 

Job Description- 

The Special Event Coordinator coordinates the Nashville Zoo public event calendar to generate guest value and incremental revenue for the Nashville Zoo. This involves planning and execution of outreach events, enrichment activities, and the year-round calendar of public events. The Coordinator is directly responsible for coordinating with partners within other departments or outside production teams to support the educational, fundraising, and attendance goals of the Zoo.

Basic Function & Responsibilities:

• Maintain regular and reliable attendance
• Maintain professional conduct at all times and consistently model the organization's values in all interactions with colleagues, guests, and stakeholders.

Develop, coordinate, budget, and execute events as assigned by the Director of Events. To include tasks such as, but not limited to:

• Booking and oversight of outreach events, enrichment activities, and public events as assigned. Assistance with rentals, birthday parties, or internal events on request
• Research and purchase approved event supplies within prescribed budget guidelines to generate budgeted event income
• Handle financial billing, payment, and tracking needs per established budgets
• Work with Volunteer Department to schedule and coordinate coverage for event programs
• Work with Event Operations Coordinator to analyze and prepare logistical needs for events including layouts and equipment needs
• Work with Event Operations staff to set event activities and props/sets including procurement of materials
• Work with Sponsorships staff to create appropriate sponsorship benefit opportunities within events and ensure that sponsors receive contracted benefits and recognition
• Execute event run-of-show as the primary Zoo contact for public events
• Contract and direct various vendors needed to produce the public event calendar
• Contribute to Marketing materials regarding relative event details
• Conduct market comparison research on new products, vendors, and event concepts
• Provide program information and assistance to the public regarding the Zoo's events
• Communicate professionally with public and private guests to creatively problem solve any guest issues
• Maintain internal Zoo communication methods regarding event information
• Other duties as assigned and needed to attain cohesive team objectives

Skills Requirements and Qualifications:

• Able to work independently to manage multiple projects simultaneously.
• Ability to self-direct work tasks while ensuring safety and productivity.
• Excellent organizational, analytical and creative skills, results and detail oriented.
• Must be flexible and adaptable, able to perform physically demanding work in a variety of conditions.
• Excellent interpersonal skills with clients, guests, and other Zoo staff
• Must represent the Zoo in positive manner at all times
• Able to take full initiative in starting and completing tasks
• Must be proficient in spreadsheet and document applications (Excel, Word, Outlook etc) including basic budgeting and accounting procedures.
• Accurate and efficient, time management skills.
• Able and willing to work a non-standard workweek, including nights and weekends and a flexible schedule with overtime as needed.
• Excellent written and oral communication skills.
• Must possess a valid driver's license.

Education: Bachelor's Degree from an accredited university and 2+ years' experience in event production or planning; preferably in a non-profit environment.

Uniform Requirements: Primarily business casual with Zoo logoed shirt provided for public and private event days as needed.

 

Knowledge, Skills, and Characteristics

 

• Able to work independently to manage multiple projects simultaneously.
• Excellent organizational, analytical and creative skills, results and detail oriented.
• Must be flexible and adaptable, able to perform physically demanding work in a variety of conditions.
• Excellent interpersonal skills with clients, guests and staff
• Must represent the Zoo in positive manner at all times
• Able to take full initiative in starting and completing tasks
• Must be proficient in spreadsheet and document applications (Excel, Word, Outlook etc) including basic budgeting and accounting procedures.
• Accurate and efficient, time management skills.
• Able and willing to work a non-standard work week, including nights and weekends and a flexible schedule with overtime as needed.
• Excellent written and oral communication skills.
• Must possess a valid drivers license

 

Physical Requirements: Staff must frequently stand and walk for extended periods outside year-round in inclement weather conditions such as extreme high/low temperatures, snow and rain conditions. This role Interacts with guests throughout their shift, and occasionally lift, carry, or move items minimum of 50 lbs, such as program materials, supplies, or event equipment. Must be able to work on ladders, scaffolding and lifts. This role requires clear verbal communication, strong customer‑service skills, and the ability to project one's voice during programs, tours, and presentations. Employees regularly work both indoors and outdoors in varying weather conditions and may be exposed to noise, crowds, dust, and routine cleaning agents. Staff must safely navigate public areas, stairs, and uneven surfaces, while operating basic equipment such as radios, tablets, microphones, and point‑of‑sale systems. Positions may involve flexibility, professionalism, and adherence to safety and guest‑interaction protocols. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

 

Pre-employment requirements:

 

Nashville Zoo is an Equal Employment Opportunity (EEO) employer and maintains a drug-free work environment. All employment is at-will.

• • All candidates are required to successfully complete a criminal background check and drug screening prior to hire.

 

Pay Range

$18.76—$19.32 USD