Special Events Coordinator

Zoological Society; False Pass (AK); On-site; USD 23,000 - 32,000; Full time

Job summary

Pittsburgh Zoo & Aquarium is seeking a Special Events Coordinator to assist in planning, coordinating, and executing a variety of events on Zoo grounds. You will support the Special Events Manager with timelines, vendor relations, and on-site logistics to ensure high-quality experiences for attendees.

Ideal candidates excel in event execution, customer service, and collaboration across departments. This role requires flexible scheduling, including evenings and weekends, and a professional

Qualifications

• Experience coordinating public events and managing timelines.
• Ability to handle multiple events and tasks with precision.
• Strong customer service and vendor-relations skills.

Responsibilities

• Schedule and reserve venue spaces for internal and external events.
• Create and maintain event timelines, floor plans, and memos.
• Coordinate staff schedules and vendor communications for events.
• Act as primary contact for vendors, staff and guests during events.
• Assist with setup, teardown, and on-site logistics.

Skills

Event management

Customer service

Vendor coordination

Communication

Professionalism

Flexibility

Job description

Job Description

Job Description

Pittsburgh Zoo & Aquarium

Position Title: Special Events Coordinator Job Code: Department: Special Projects Job Grade:

Reports To: Special Events Manager FLSA Status: Hourly - $20/hr, Exempt

Purpose:

The Special Events Coordinator assists in managing and hosting public events on Zoo grounds which welcome engagement from all members of the Pittsburgh community, with attention to diversity, equity, inclusion, and accessibility. Candidates should excel in event execution/management, providing quality customer and vendor service, and be committed to overall excellence. This position helps develop, manage, and execute a variety of special events, under the supervision of the Special Events Manager, that welcome a wide range of audiences to the Pittsburgh Zoo & Aquarium throughout the year. This role includes event administration, client relations, logistical execution, and other tasks as needed.

Essential Job Functions:

Events Administration

• Schedule and reserve meeting room spaces and venue sites at the Zoo for internal and external meetings, special events, and other programs as needed.
• Create and maintain accurate and up-to-date timelines, floor plans, and memos for events assigned by the Special Events Manager.
• Update event staff team and volunteer schedules and task lists for events assigned by the Special Events Manager.
• Assist in research for special events in collaboration with the Special Events Manager.
• Attend assigned walkthroughs, assist with logistics planning, and ensure details are communicated with the necessary teams.
• Assist in event research, solicitation, and communication with vendors, performers, and event sponsors as needed.
• Communicate across departments including Catering, Grounds, Maintenance, Development, Animal Care, and Marketing for necessary needs.
• Document meeting notes during special events meetings.

Private and Special Events (and facility rentals)

• Serve as the event lead on assigned special events as decided by the Special Events Manager.
• Assist in the execution of development and other high-end events under the direction of the Special Events Manager.
• Act as a point of contact for vendors, staff, and guests during special event preparation and the event itself.
• Assist with pre-event prep tasks, set-up, tear down, and logistical needs throughout the execution of the event.

• Maintain an accurate inventory of event supplies, decor, furniture, and other equipment and oversee the organization of event storage facilities.
• Serve as a resource and representative of the Pittsburgh Zoo during events as needed, communicating accurate information to guests, staff, and vendors in a professional manner.
• Maintain a consistent image of professionalism and leadership during events and throughout the event execution process.
• Assist with private events and rentals when needed by the Private Events Manager.

Performance Factors:

• Event Execution: The employee is able to execute an event with minimal to no supervision, including the ability to coordinate set-up and tear-down logistics, timelines, vendor coordination, and staff.
• Communication and Contact: The employee communicates effectively both verbally and in writing with superiors, colleagues, and individuals inside and outside the Zoological Society. The employee is able to meet deadlines, return communication in a timely manner, and maintain constructive working relationships.
• Professionalism: The employee is able to handle unforeseen circumstances and resolve issues that may arise during an event with professionalism and leadership.
• Attendance and Dependability: The employee can be depended on to report to work at the scheduled time. Employee is conscientious about deadlines and assignments. Employee is expected to present for special events and is able to operate on a flexible schedule to accommodate evening, weekend, and other unique shifts.
• Provides excellent customer service in the areas of guest relations and park beautification:
  • Answers visitor inquiries or finds someone who can;
  • Is knowledgeable of the location of exhibits, restrooms, concessions, rentals, etc.;
  • Disposes of litter and waste throughout the park and zoo facilities.

Education/Experience/Knowledge/S