Event Operation Support

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

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Event Operation Support

Scheduled Part-Time Philadelphia, PA, US

General Description

The Event Operations Support position assists with the planning, coordination, and execution of a wide range of internal and external events. This role is responsible for supporting the operational behind-the-scenes details including vendor management, transportation of materials, venue layouts and on-site setup/teardown of events to engage guest experiences aligned with the Zoo’s mission.

Essential Job Functions

Reasonable Accommodations Statement: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act.

• 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
• Gathering 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

Qualifications

• 1-3 years of professional experience in event planning, hospitality, or customer service.
• Possess a cheerful disposition and strong customer service mindset with a positive, professional demeanor.
• Ability to communicate clearly with guests, team members, and internal/external partners.
• Comfortable using basic technology and web-based applications.
• Availability to work flexible hours, including evenings, weekends, and holidays as needed.

Knowledge, Skills and Ability Requirements

• Operate both independently and as part of a team, receiving and delegating responsibilities.
• Strong organizational skills with attention to detail; able to manage multiple priorities in a fast-paced environment.
• Excellent interpersonal skills with the ability to build effective working relationships across multiple departments and peers.
• Flexible, dependable, and able to adapt to changing event needs.
• Proficiency in Microsoft Office and calendar management systems.

Working Conditions, Physical, Medical & Additional Requirements

• Successful completion of a post-offer medical screening, TB and drug test prior to starting.
• No allergies related to plants or animals, which would interfere with the ability to work.
• Ability to stand and maintain alertness for long periods of time.
• Ability to lift and carry 40 pounds a distance of 25 feet.
• No impairments of sight, smell, hearing, touch, balance, or agility of movement (which cannot be corrected with appropriate devices) that would interfere with ability to work.
• Ability to perform physical work outdoors in all weather conditions.
• Ability to make frequent rounds of all event areas on foot, as well as able to access staff work areas, concessions, and visitor areas across a 42-acre property and remote parking areas.
• This role operates in both office and outdoor event settings and requires occasional physical activity related to event setup and execution.

EEO Statement:

The Philadelphia Zoo is an equal opportunity employer. Qualified applicants will be considered without regard to protected characteristics like race, color, religion, sex, national origin, disability, or veteran status.