Event Logistics & Setup Coordinator

Philadelphia Zoo; Philadelphia (Philadelphia County); On-site; USD 2,066,000 - 3,444,000; Part time

Job summary

Philadelphia Zoo is seeking an Event Operations Support to assist with the planning, coordination and execution of a wide range of events on site and off site at our Philadelphia campus.

The role includes vendor communications, load-in/out, room flips, site visits, and day-of logistics to ensure smooth delivery and guest experiences aligned with the Zoo’s mission. Flexibility to work evenings, weekends, and holidays is required.

Qualifications

• 1-3 years of event planning, hospitality, or customer service.
• Cheerful disposition and professional demeanor.
• Clear communication with guests and partners.
• Comfortable using basic technology and web-based apps.
• Flexible hours including evenings, weekends, holidays.

Responsibilities

• Coordinate event supplies, materials, and signage preparation.
• Manage inventory and track upcoming event needs across departments.
• Support planning and execution of internal/external events such as festivals.
• Fill in for event supervisory duties as needed.
• Work with Garden Services team to ensure accurate event setup and room flips between events.
• Assist with site visits, vendor communications, and day-of logistics to ensure smooth event delivery.
• Collaborate cross-functionally with internal teams and external partners to meet event goals.
• Gather quotes and selecting vendors for projects.
• Obtaining necessary insurance requirements from vendors.
• Facilitating site visits between clients and vendors.
• Creating and executing load-in/out schedules.
• Communicating vendor needs with other Zoo Departments to ensure efficiency.
• Manage vendor and partner contact lists.

Skills

Customer service

Communication

Organization

Tech literacy

Tools

Microsoft Office

Job description

Philadelphia Zoo is seeking an Event Operations Support to assist with the planning, coordination and execution of a wide range of events on site and off site at our Philadelphia campus.

The role includes vendor communications, load-in/out, room flips, site visits, and day-of logistics to ensure smooth delivery and guest experiences aligned with the Zoo’s mission. Flexibility to work evenings, weekends, and holidays is required.