What are the responsibilities and job description for the Events Coordinator position at Naples Zoo Inc?
Position Summary:
The Events Coordinator is responsible for planning, executing, and overseeing all internal and external events. This role ensures that each event whether held on-site or off-site supports the organization’s mission, enhances the guest experience, and drives key outcomes such as fundraising and community engagement. This role will lead the full lifecycle of events, from concept and budgeting to execution and post-event evaluation, ensuring that every initiative aligns with strategic goals and delivers exceptional experiences.
Essential Duties and Responsibilities:
- Assists in planning, coordinating, and executing a variety of Zoo events, programs, and special experiences, including seasonal events, temporary exhibitions, conservation programs, staff-focused events, donor-related events, and other organizational initiatives.
- Supports the planning and execution of major fundraising events, including Zoobilee, Zoo Gala, donor receptions, and prospect events in collaboration with the Development team.
- Assists with maintaining the annual event calendar while identifying opportunities to enhance existing events and improve guest experiences.
- Coordinates event logistics from initial planning through execution, including timelines, operational needs, staffing coordination, setup, breakdown, and post-event follow-up.
- Serves as the primary on-site event coordinator for assigned events, including occasional evenings, weekends, and special events.
- Works closely with departments throughout the Zoo to coordinate event needs, maximize operational efficiency, and enhance the overall guest experience.
- Collaborates with Guest Services, Animal Care, Maintenance, Park Operations, Marketing, Development, Education, and other departments to support successful event execution.
- Assists with coordinating internal staff-focused events including appreciation events, Keeper Week activities, employee celebrations, groundbreakings, and organizational gatherings.
- Communicates event details, timelines, and operational expectations to appropriate teams.
- Supports vendor coordination, communication, contracts, and service expectations for assigned events.
- Assists with purchasing, including obtaining quotes, processing orders, tracking expenses, and ensuring purchases align with budget expectations.
- Supports the coordination of vendor agreements, insurance requirements, and contractual obligations.
- Assists with developing, maintaining, and monitoring event budgets, including tracking revenue, expenses, and financial performance.
- Maintains accurate records related to event attendance, revenue, expenses, vendor information, and operational outcomes.
- Actively participates in event setup and breakdown, including preparing spaces, installing event elements, assisting with décor and operational needs, and ensuring spaces are returned to proper condition following each event.
- Conducts pre- and post-event evaluations and provides recommendations for improvements and future planning.
- Contributes creative ideas and supports event-related projects, including décor, themed environments, installations, and other enhancements that elevate the guest experience.
- Maintains current knowledge of Zoo programs, exhibits, conservation initiatives, and organizational priorities to effectively support events and answer questions from staff and guests.
- Assists in ensuring events are executed in accordance with Zoo standards, safety procedures, insurance requirements, and applicable regulations.
- Responds to event-related inquiries received through phone calls, emails, and website submissions.
- Performs other duties as assigned.
Qualifications and Experience:
- Must be able to work independently.
- Must be able to develop and manage budgets.
- Must be able to represent cross-departmental goals and overarching zoo mission.
- Must be enthusiastic and customer service oriented. Must be able to relate to people in a courteous and professional manner.
- Ability to respond to common inquiries or complaints from customers or members of the business community.
- Demonstrated ability to write clearly and compellingly.
- Demonstrated ability in public speaking.
- Ability to define problems, collect data, establish facts, and draw valid conclusions.
- Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
- Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
- Needs to enjoy working with the public, including diverse populations and people of all ages.
- Proficient and experienced with Microsoft Office applications, particularly Word, Excel, and PowerPoint.
- Must have the ability to work flexible hours, including weekdays, weekends, holidays and evenings.
- Multi-lingual a plus.
Education and/or Experience:
Bachelor’s degree in hospitality, event management, or a related field from an accredited college or university preferred. Equivalent professional experience may substitute for education requirements. High school diploma or GED required.
Physical requirements:
- The employee must frequently move up to 25 pounds and occasionally move up to 50 pounds,
- Remain in a stationary position for extended stand for long periods of time.
- Operate Zoo vehicles.
- While performing the duties of this job, the employee is regularly required to effectively communicate and/or exchange information.
- Consistent operation and manipulation of objects, tools, and controls.
- Ability to work extended hours moving chairs and working special events outside.
SPECIAL INFORMATION
Americans with Disabilities Act (ADA) Compliance
Naples Zoo is an Equal Opportunity Employer. The ADA requires Naples Zoo to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with the Human Resources Office.
As an Equal Opportunity Employer, Naples Zoo is committed to creating a diverse and inclusive company culture, and our team does not discriminate against candidates and employees because of their disability, sex, race, gender identity, sexual orientation, religion, national origin, age, veteran status, or any other protected status under the law.
Employment Benefits
Medical, Dental & Vision Health Coverage
Company paid Life Insurance policy of $25,000
Supplemental insurance plans available (disability, GAP, accident, critical care)
403B Retirement and Investment Opportunities
Accrued Paid Time Off
Tuition Reimbursement Program available
Holiday Premium Pay
Employee Referral Bonuses
Complimentary Zoo admission for employees and/or their families after 90 days of employment
Complimentary and discounted admissions to 75 Florida theme parks for employee and/or their families
30% Employee Discount at Naples Zoo Gift Shop & Zoo cafes
Salary : $25,000