Events Coordinator

Pueblo Zoo Job Description

Events Coordinator

Status: Regular, Part-time, Hourly, Non-exempt

Regular Schedule: 20-24 hours per week. Typical schedule would be Tues – Sat according to event schedules

Reports to: Director of Finance & Operations

Compensation: $17/hour

Benefits: As a part-time employee, you will receive six paid holidays and have access to a SIMPLE IRA retirement plan with a 3% employer match. The Pueblo Zoo makes a commitment to flexible work schedules and professional development for every employee. 

ORGANIZATION OVERVIEW:

The Pueblo Zoo is a vibrant, collaborative, and flexible workplace. The Pueblo Zoo is accredited by the Association of Zoos and Aquariums and is home to nearly 200 animals representing more than 125 species.  Driven by our mission to empower people to engage in conservation of animals and their natural habitat, we serve 100,000 annual visitors, provide educational outreach to tens of thousands of students, and directly support global species conservation. At its core, Pueblo Zoo values animal welfare, teamwork, education, collaboration and community.  The Zoo is located in Southern Colorado and provides a great living experience in a big, small town that offers endless outdoor and cultural opportunities without the hassle of congested big city problems. 

POSITION DESCRIPTION:

As Special Events Coordinator, you will lead the production of the zoo’s signature events. Develop strategic initiatives to engage people in our work and generate revenue through special events. The ideal candidate is self-motivated with excellent organization, attention to detail and teamwork. 

DUTIES & RESPONSIBILITIES: 

Events: 

• Lead production of zoo’s signature events, including: research, design, planning and implementation, budgeting, vendor relations and purchasing, staff coordination, set-up, day-of event coordination, wrap-up/break down, and evaluation. 
• Provide coordination and communication to staff and event committees so they may support event goals. 
• Collaborate with other staff members in producing events, including event promotion and signage; solicitation of presenting sponsors; volunteer recruitment, roles, and day-of management; excellent customer service in ticket sales, check-in and vending; Education for event-based education activities; Buildings & Grounds for event logistics. 
• Manage special event budget, including income and expenses. 
• Provide event planning and coordination assistance and expertise for smaller zoo events, including species conservation days, donor events, dollar day, etc. 
• Lead zoo staff in creation of a comprehensive event calendar and disseminate relevant information.

• Coordinate non-standard group events such as Zoofari auction offerings (i.e. Wine & Dine, Penguin Sleepover, etc.) or other rental/networking opportunities the zoo may develop (i.e. corporate retreats, hosted lunches such as Chamber of Commerce, etc.)

Large Rentals: 

• Coordinate private parties and large group rentals at the Mandari and 30’s Club shelter (and other relevant zoo venues if applicable) 
• Responsible for all communications with renters, completion of rental contracts, scheduling and maintaining rental calendar.
• Clear communication with Grounds Team ensure flawless set-up and clean-up 
• Ensure check-in, final payment and check-out, and ensuring overall customer satisfaction. 
• Establishes table layout for each event, includes coordination of set up and tear down with buildings and grounds staff
• Ensure guest services specialists have everything they need for the duration of their rental

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of event planning and fundraising, as well as current trends
• Confidence in soliciting financial and in-kind support of events and zoo
• Excellent organizational skills and attention to detail
• Excellent written and oral communication
• Proficient collaborator committed to teamwork
• Ability to work with volunteers, committee members, vendors, and sponsors
• Must be able to occasionally work events during regular days off and/or irregular hours

MINIMUM & PREFERRED QUALIFICATIONS:

Two years event planning experience required. Nonprofit experience preferred. High school degree required. Related college degree preferred. Proficiency in Microsoft Suite required, including Excel, Word, and PowerPoint. Google Suite and Canva proficiency preferred. Must be able to learn Point of Sale System and DonorSnap database. Colorado Tips certification preferred. Requires valid CO Drivers’ License.

PHYSICAL AND ENVIRONMENTAL:

Must be able to sit for long periods of time working on a computer screen.  Moderate physical activity, especially on event days. Work may involve occasional assistance of others in the manipulation of heavy objects, standing for long periods, or walking long distances.  Must be able to lift 30 pounds.