Job Description

Overview

The Special Events Coordinator supports the Special Events team in creating memorable moments for visitors through INSPIRED public events. These 29 promotional events per year extend the Cincinnati Zoo & Botanical Gardens brand and help meet our objective of inspiring people with wildlife every day through fun, interactive opportunities to experience the zoo beyond a typical visit.

This role is key to our success in attracting visitors throughout the year. The Special Events Coordinator works with the Special Events Manager to be the conductor of the event orchestra overseeing planning, flawless implementation, and collaboration between all zoo team members and partners who unite to deliver on our unique event promise.

Applicants for this role should be friendly, articulate and possess a desire to create a welcoming environment for our event attendees. Strong customer service skills, organization skills, the ability to troubleshoot and resolve problems, and work in a physically demanding setting are essential. Candidates must be reliable and timely in attendance and have a flexible schedule. The ability to work in a fast-paced environment and independent without constant supervision is required.

Responsibilities

• Planning and executing events from start to finish to exceed visitor expectations, such as Breakfast with the Animals, Tunes & Blooms Concert Series, Easter Celebration, Zoo Babies, Reds Day at the Zoo, HallZOOween, Hops & Holly, and Happy Zoo Year.
• Assist the Special Events Manager with all logistics for other Zoo events, such as Festival of Lights, Toast of the Wild series (Bourbon Flights, Wild About Wine, Zoo Brew), Zoo Golf, Jack OLantern Glow, etc.
• Solicit in-kind donations (candy, food, beverages, etc.) to minimize cost for all events.
• Cultivate restaurant partnerships through the creation of an internal restaurant communication plan and prompt replies to area restaurants.
• Act as a liaison between our Event Team and volunteers/part-time staff who are assisting with events. Includes sending shift / schedule reminder / orientation materials to part-time help and volunteers.
• Support the Development Department to execute shared events (such as Zoofari, Zoo La La, and Zootanical) and on-site activations. Provides development event support, as needed.
• Create detailed external vendor arrival, set up, and teardown needs based on vendor location within the Zoo.
• Solicit entertainment for all events and create vendor agreements that align with Zoo policies.
• Help ideate and plan new ideas for events. Always look for process improvement ideas to be more efficient, while also looking for new elements that enhance the visitor experience.
• Display excellent customer service skills that support the zoos INSPIRED visitor experience philosophy.
• Work closely with Visitor Experience, Park Services, Marketing, Graphics, Public Safety, IT, Animal, Maintenance, Sustainability, Conservation, Purchasing, SSA Food/Retail/Catering/Private Events teams to operationally execute events as planned, supporting the mission. Communicate effectively to all Zoo internal partners regarding events (from pre-event all the way to post-event).
• Manage timeline of events and be able to be flexible and problem solve as needs arise. Be available to assist throughout the event with any operational needs.
• Assist HR and Admin teams to execute internal employee events. Consult with other departments on event best practices.
• Manage all inquiries to the shared Events e-mail inbox.
• Perform miscellaneous administrative duties in a timely fashion, including but not limited to: finance/invoicing, budget tracking and expense management, purchasing event materials, creation of RFQs for various event product needs, ticket printing/refunds, internal room booking, creating signage, booking animal appearances, and other office duties to support Events team.

Desired Qualifications

Education & Experience

• A Bachelors degree in marketing, communications, business, events, hospitality, or a related field is desired.
• Successful experience in the events, hospitality, or attraction field is preferred.
• Command of Windows-based software and applications is required. Familiarity with ticketing, database, CRM systems a plus (i.e. Galaxy and Microsoft Dynamics).
• Equivalent combinations of education and experience sufficient to successfully perform the essential duties of the job will be considered.

Required Knowledge, Skills & Abilities

• Demonstrated understanding and acceptance of the Core Values and Behaviors of the Cincinnati Zoo & Botanical Garden. Lives these on a day-to-day basis, Modeling the Way for others.
• Have a demonstrated affinity for the Mission of the Cincinnati Zoo & Botanical Garden.
• A positive attitude and growth mindset are must-haves.
• Excellent attention to detail, project management and interpersonal & organizational skills.
• The ability to meet deadlines and shift priorities in a rapidly changing environment.
• Must be able to work independently with little supervision.
• Creativity and an eye for detail in designing new event concepts to engage visitors.
• Customer service and continuous improvement mindset to always enhance the experience for attendees.
• Possess excellent ability to develop and sustain effective working relationships; superior interpersonal skills; ability to work with diverse personalities; tactful; mature; flexible.
• Be timely and reliable in attendance and performance. Willingness to go the extra mile.
• Requires an individual who is highly professional, motivated, proactive, and helpful, who can gain cooperation through expertise, credibility, and building positive working relationships with partners, volunteers, zoo staff, donors, and sponsors.
• Appropriate professional appearance, attitude, and personality to work effectively with Zoo staff members, guests, and the public.

Working Conditions/Other Requirements

• Employment is contingent upon successful completion of a post-offer, pre-employment drug & nicotine screen, TB test, and background check.
• Must be able to work a flexible schedule that include evenings, weekends and holidays. Event weeks require long hours and physical labor.
• While performing the duties of the job, the incumbent is regularly required to stand, walk, and perform physical labor to assist with event set-up.
• The incumbent may be exposed to outside weather conditions and must be able to lift/move/carry up to 25 pounds without assistance.
• Must possess a valid drivers license and be insurable to drive a Zoo vehicle. Must have reliable transportation.

Position Details

This is a full-time, overtime-exempt, and eligible for the Zoos benefit programs for non-union employees. We offer a comprehensive benefits package in support of our employees Total Well-Being including affordable medical, dental & vision coverage; free mental health counseling, 401(k) plan with company match; flexible spending accounts; generous paid time off banks; company-paid disability & life insurance; park discounts and free passes.

To apply for this position: Cover letter and resume should be attached to your online application.

The world-famous Cincinnati Zoo & Botanical Garden is committed to inspiring visitors to care about wildlife and wild places. It was voted the #1 Best Zoo in a USA TODAY reader poll and has also received rave reviews from Child Magazine, Parents Magazine, USA Today and TripAdvisor. Over 1.8 million people visit the Zoos award-winning habitats, and more than 500 animal and 3000 plant species annually.

The Zoo, an accredited member of the Association of Zoos & Aquariums (AZA) for almost 30 years, is internationally known for its success in the protection and propagation of endangered animals and plants and engages in research and conservation projects worldwide. Known as the #GreenestZooInAmerica, the Zoo is doing its part to conserve natural resources that are critical to saving wildlife and its habitats and is committed to greening its daily operations and reducing its impact on the environment with rain gardens, recycled building materials, solar panels and more. The Cincinnati Zoo is a 501(c)(3) nonprofit organization.

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