Public Events Coordinator

Job Description:

Job Title: Public Events Coordinator Revised Date: 06/04/2024

Department: Public Events (175) Reports to: Public Events Manager

FLSA Status: Hourly Job Status: Full-time

Job Purpose: We are seeking an enthusiastic and organized Public Events Coordinator to join our dynamic team at Zoo Atlanta. The Public Events Coordinator will play a pivotal role in planning, executing, and enhancing the Zoo’s diverse portfolio of public events within the 40-acre facility at the direction of the Public Events Manager. This position will focus on event operational components including but not limited to diagrams, equipment and linen needs, and vendor load in/load out oversight. The coordinator will also work with the Director of Events on load-in & load-out of all Zoo temporary exhibitions, as well as provide operations support on select high volume event days. The Public Events Coordinator role requires exemplary organization and communication skills, creativity, a collaborative spirit and a friendly demeanor. ________________________________________________________________________

JOB FACTORS:

• Assist with the planning and execution of the Zoo’s diverse portfolio of Public Events, including but not limited to Brew at the Zoo, Boo at the Zoo, Run Like Wild, Savanna Nights summer series, Wild World Weekend, Sippin’ Safari and more.
• Assist in preparing detailed Event Notices in scheduling software, food and beverage requests, diagrams, timelines, and other instructive documents with clear, concise, and accurate information.
• Coordinate event logistics including contacting vendors, getting quotes on equipment/services, determining audiovisual needs, and creating plans/purchasing materials for on-site activities. Communicate and verify vendor understanding and acknowledgement of Zoo Atlanta guidelines, policies, and load in information.
• Assist with vendor oversight during load in and load out of temporary exhibitions.
• Serve as on-site event steward on select high volume event days as assigned.
• Communicate and coordinate event specifics with all applicable Zoo departments, staff, volunteers, vendors, and business partners.
• Maintain detailed, organized files and records of assigned events and activities.
• Maintain inventory of event supplies and equipment performing quarterly inventories.
• Assist with day of set up and logistics for events, including coordinating outside vendors and directing volunteer activity.
• Work as part of the Public Events team to research vendors, partners, and new event ideas.
• Must be willing to work nights, holidays, and weekends as Public Event/Exhibit schedule dictates. Must be comfortable working outside in all types of weather.
• Must be supportive of Zoo Atlanta’s Vision, Mission and Values statements and Strategic Plan.
• Additional duties as assigned.

Experience and Skills:

QUALIFICATIONS

Knowledge:

• Bachelor’s degree in relevant field.
• At least (2) year experience with event planning and/or event operations role.
• Demonstrates superior communications skills and aptitude in customer service and quality control.
• Proficiency using MS Office required. Knowledge of Reserve or other event detailing software a plus.

Special skills and abilities:

• Must be dependable and perform in an efficient and effective manner.
• Ability to think critically and holistically about events and how they impact the broader Zoo and the guest experience.
• Must be able to adapt easily to change and comfortable working in a fast-paced environment.
• Ability to work alone and in a team-oriented environment.
• Strict attention to detail, accuracy and excellent organizational skills are required.
• Must be highly motivated and demonstrate a willingness to adapt positively to institutional change and to manage and meet multiple concurrent and sometimes conflicting deadlines.
• Position requires nights/weekends/holidays.

Education : Must have a bachelor’s degree or equivalent.

• Certificates/Licenses/Registrations: n/a
• Driving Requirements: Must have a valid Georgia driver’s license and good driving record.

PHYSICAL DEMANDS: Must be able to lift 50 lbs repetitively, bending, lifting, walking, standing, kneeling, etc. This position requires being outside in all weather conditions with a lot of walking and requires stamina for event days.

WORK ENVIRONMENT: Ability to work in adverse weather conditions. (Employee is expected to work outside a portion of the time, and therefore must be comfortable working in cold, hot and variable weather conditions).