What are the responsibilities and job description for the Events Coordinator - Manager position at VIA Aquarium?
Description:
The Events Department Manager is responsible for planning, organizing, and executing a dynamic calendar of aquarium events, including monthly adults-only evenings and weekly family-friendly Saturday programs. This role ensures seamless coordination of vendors, supplies, staffing, and event logistics while delivering engaging, high-quality experiences for all guests. This position also oversees birthday party bookings and supports a team of party hosts to ensure consistent, memorable celebrations.
This position reports directly to the General Manager and works closely with the Education/ Guest Services departments.
Responsibilities:
Event Planning & Execution:
Coordinate all aquarium events, including:
Weekly family-friendly Saturday events
Monthly adults-only evening events
Seasonal and specialty programming
Plan event logistics, including setup, staffing needs, timelines, and run-of-show
Delegate tasks and oversee the execution of event responsibilities across staff and vendors
Troubleshoot on-site issues and ensure smooth event flow from start to finish
Birthday Parties & Guest Experience:
Manage all birthday party bookings, including scheduling, securing deposits, ordering supplies, and confirmations
Serve as primary point of contact for party families
Ensure party spaces are properly cleaned, stocked, and prepared
Oversee and support party hosts during events to ensure a high-quality guest experience
Vendor & Supplier Coordination:
Communicate and coordinate with external vendors and suppliers (food, décor, entertainment, rentals, etc.)
Schedule deliveries, setup, and breakdown with vendors
Maintain strong working relationships and evaluate vendor performance as needed
Inventory & Supplies Management:
Maintain inventory of event and party supplies
Track usage and anticipate restocking needs
Order supplies in preparation for use
Ensure all materials are organized, accessible, and event-ready
Staff Supervision & Support:
Onboard, schedule, train, and supervise party hosts and event support staff
Provide clear event expectations and real-time direction during programs
Qualifications:
Experience in event coordination, hospitality, guest services, or related field
Strong organizational and multitasking abilities
Comfortable managing both planned events and fast-paced live situations
Excellent communication and customer service skills
Experience supervising staff preferred
Ability to work weekends, holidays, and flexible hours as needed (based on event schedule)
Pay: $18.00 - $18.50 per hour
Benefits:
- 401(k)
- Employee discount
- Health insurance
- Paid time off
People with a criminal record are encouraged to apply
Work Location: In person
Salary : $18 - $19