Description

JOB SUMMARY

The Events Coordinator supports the Events Director by assisting in all event planning, coordination, and logistics for the Dallas Zoo. Event Coordinators will be designated to focus on either donor/member/fundraising or public events. 

SPECIFIC DUTIES AND RESPONSIBILITIES

• Coordinate all logistics for assigned Zoo events (e.g. membership events, stewardship events, President’s Circle events, cultivation events, public events, etc.). Includes arranging event space; food and beverage; supplies and audiovisual equipment; event signage and ensure all logistics are properly performed. Works closely with Guest Services, Membership, in house catering team, and animal teams when applicable.
• Works with members of the Advancement team to develop appropriate invitation lists for donor/member/fundraising events. Work to ensure accuracy of event info being entered into the database.
• Works with Events Director to develop event themes, activity ideas, floor plans, production timelines, etc. Also works with volunteer leadership for designated events.
• Prepares nametags, materials, registration lists and other event materials in coordination with Advancement Services for donor/member/fundraising events.
• Assist the Events Director in event logistics for Zoo To Do, the Zoo’s annual fundraising gala.
• Coordinates the annual Zoo To Do silent auction and live auction fulfillment post event.
• Manages and tracks assigned event budgets.
• Coordinates on-site production to ensure smooth execution of the event, including trouble shooting and clean up. Plan internal and external work crews before, during
• and after events. Provides necessary documentation regarding event set-up to the appropriate entities.
• Supports external vendor needs regarding rentals, lighting, power, invoicing, etc.
• Ensures event information is captured in the database in coordination with Advancement Services.
• Ensures event information is accurate and up to date in the zoo wide calendar.
• Collaborate with Event leadership in discussing new ideas to improve all events, including planning and implementation recommendations.
• Serves as an ambassador of the Zoo by coordinating and conducting special tours for donors/members and other VIPs.
• Supports the efforts of the greater Advancement team.
• Serves as administrative support as needed.
• Performs other duties as assigned.

WORK ENVIRONMENT

Regularly works irregular hours, including weekends and evenings.
Routinely runs errands off-site and must have access to reliable transportation; mileage reimbursement will be provided for all approved and documented business-related travel.
Ability to exert light physical effort in sedentary to light work. This may involve some lifting, carrying, moving, pushing, and/or pulling of objects/materials of light weight (15-25 pounds). Some climbing on ladders or over obstacles may be required. 
Tasks may also involve significant periods of standing or walking outside during events themselves, as well as during event set-up and break-down times.
Must be able to follow oral and written instructions.
Must have a valid driver’s license (to operate Zoo vehicles) with reliable transportation

Requirements

QUALIFICATIONS

One to three years of professional or volunteer event coordination experience.
Bachelor’s degree in Marketing, Hospitality, Business Management, or a related field is preferred; however, candidates with 2–3 years of proven experience in event planning, hospitality, or marketing—alongside strong skills in logistics management and vendor coordination—will also be strongly considered.
Personable presence and demeanor with the desire to engage in personal contact with the external community, including volunteers, donor prospects, and members.
Outstanding commitment to customer service.
Strong attention to detail with an outstanding ability to multi-task
Ability to exercise good judgment and diplomacy in working with volunteer leadership and donors.
Creative thinker with a willingness to seek innovative ideas.
Strong team player who can take initiative and can work independently.
Strong MS Word, Excel, Outlook, and PowerPoint skills.
Willingness and ability to learn and utilize Tessitura software.
Organized, energetic, flexible, detail-oriented and computer proficient.
Commitment to the mission and values of the Dallas Zoo