Events Office Assistant

Nashvillezoo; Nashville (TN); On-site; USD 23,928 - 24,645; Full time

Benefits offered by this job

Comprehensive healthcare coverage

Employee Assistance Program

401(k) with company matching

Generous paid time off

Zoo discounts and membership benefits

Job summary

Nashville Zoo in Nashville, Tennessee, is seeking a full-time Events Office Assistant to support the events department, manage the reservation calendar, and assist with programming for public events. This role requires strong organizational and interpersonal skills, flexibility, and the ability to work without supervision.

Benefits include healthcare coverage, a 401(k) plan with company matching, and generous paid time off. Applicants must be able to work in various weather conditions and have a valid driver's license.

Qualifications

• 1+ year of customer service or event experience.
• Ability to work outside year-round in various weather conditions.
• Valid driver’s license required.

Responsibilities

• Act as the primary contact point for the events department.
• Maintain Zoo reservation calendar and communicate with clients.
• Assist in executing public events and birthday parties.

Skills

Organizational skills

Interpersonal skills

Excel proficiency

Word proficiency

Time management skills

Ability to work without supervision

Education

High School graduate or equivalent

Bachelor's degree preferred

Job description

Position

Events Office Assistant

Position Type

Full Time

Work Week

Typically Tuesday- Saturday. Nights, Sundays, and overtime occasionally necessary. Flexibility required.

Department

Events

Supervisor

Director of Events

Nashville Zoo Mission

Nashville Zoo is dedicated to inspiring a culture of understanding and discovery of our natural world through conservation, innovation, and leadership. With a diverse collection of animals and a commitment to wildlife preservation, we provide engaging experiences for visitors of all ages.

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.

Position Description

The Events Office Assistant acts as the primary contact point for the events department and as the reservationist for the Zoo wide event calendar. Their goal is to ensure that both internal and external meeting needs are met, then communicated to the appropriate parties. Additionally, they function as the Booking Agent responsible for the Nashville Zoo’s Birthday Party Program and assist the events team in the execution of the public event calendar.

Basic Function and Responsibilities

• Inputs, maintains and communicates the needs of the Zoo reservation calendar
• Maintains a prompt and professional flow of communication between the events team and both internal and external clients
• Serves as the Birthday Party Booking Agent by professionally contracting and relaying client needs
• To include: prompt client communication, upselling tactics, contracting, and scheduling of inclusions
• Communicates birthday party needs and client information to Party Hosts for event execution and executes birthday party programming when necessary
• Serves as the primary for training and staffing of additional Party Hosts
• Coordinates internal Zoo meetings and events to include tasks such as resource allocation of equipment and diagram creation
• Maintains and communicates monthly departmental calendars, task lists, and meeting agendas
• Inventories and organizes “in office” event materials including birthday party program materials, Zoo linens, and general event materials
• Data input and processing of financial, ticketing, and contract paperwork
• General office oversight including recording meeting notes, copying & filing, office supply orders, processing financial transactions, funneling inquiries from Zoo staff/general public to the appropriate Event Staff, and overall cleanliness/organization of the Events Office and storage.
• Entry level event duties such as: booking and scheduling of musicians, activation of enrichment activities, supervision of sponsorship days, etc.
• Provides the event team assistance with brainstorming, research and development, program description, and content creation
• Provides day-of event execution assistance for public or private event programming when needed
• Other duties as assigned.

Skills

• Ability to work without direct supervision.
• Must be energetic, result and detail oriented, with strong organizational skills
• 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 Excel and Word
• Accurate and efficient, time management skills.
• Able and willing to work a non-standard work week, including nights and weekends and a flexible schedule.
• Excellent written and oral communication skills.
• Must possess a valid driver’s license.

Education / Experience

• High School graduate or equivalent.
• Bachelor's degree preferred but not required.
• 1+ year of customer service or event experience. Internships are accepted as experience.

Physical Responsibilities

• This is an outdoor position; applicants will work outside year-round in inclement weather conditions such as extreme high/low temperatures, snow and rain conditions.
• Stand, sit, or walk for an extended period of time or for an entire work shift. Applicants are required to have the ability to bend, stoop and extend oneself etc., as required for performing assigned tasks.
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 50 pounds without assistance
• Ability to operate golf cart or RTV vehicle.
• Business attire is generally business casual; Nashville Zoo polo is provided to wear for events.

Reasonable Accommodations

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Benefits

Nashville Zoo offers a comprehensive benefits package to full-time employees, including medical, dental, and vision coverage, Employee Assistance Programs, a 401(k) plan with company match, paid time off, sick leave, long-term disability coverage, park discounts, and membership benefits.

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.
• Pre-employment and annual tuberculosis (TB) screenings are a condition of continued employment.

Pay Range

$17.37 - $17.89 USD