Job Description

Special Events Coordinator

Summary:

The Special Events Coordinator plays a pivotal role in the planning and execution of special events, ensuring seamless logistics and exceptional guest experiences. This ambitious, creative, and cross-functional role collaborates closely with the Special Events Manager to meet event revenue goals while fostering innovation and teamwork.

Essential Job Functions:

• Utilize appropriate channels to submit event requests to IT, Marketing, Operations, Animal Care, Admissions, Rides, Guest Services, and Volunteer departments to deliver exceptional events.
• Partner with the Development team on sponsorships and sponsor activations, collaborating on conservation event promotion across departments.
• Assist in building and implementing an annual events calendar.
• Lead all aspects of special event setups and takedowns, including arranging equipment, fixtures, displays, tables, and chairs.
• Maintain awareness of warehouse and storage areas, ensuring accurate inventory management.
• Partner with the Private Events Operations team to ensure proper storage and organization of event equipment.
• Build and maintain strong relationships with clients, vendors, volunteers, and support staff.
• Act as a liaison for Zoo staff and vendors, managing equipment check-ins and coordinating pickups post-event.
• Ensure proper setup and execution of events.
• Use of electric golf cart with Zoo grounds, as needed to transport event materials or persons.

Minimum Education and Experience:

• High School diploma or equivalent.

Preferred Education and Experience:

• 3+ years of experience in a production team within entertainment, sports, or hospitality.
• Proficiency in diagram/rendering software and Microsoft Office Suite.
• Proficiency in tools such as Canva, Social Tables, and Zoom.
• Bilingual skills or the ability to communicate effectively with diverse language groups.

Skills/Behavior:

• Building plans that balance guest experience with strong return on investment (ROI) and revenue goals.
• Demonstrate emotional intelligence and are a collaborative, detail-oriented leader.
• Approach decisions with thoughtfulness, gathering relevant input first.
• Exercise sound judgment and handle emergencies with composure.

Competencies:

• Project Management.
• Organization.
• Time-Management.
• Flexibility and Adaptability.
• Written and Oral Communication.
• Stress Management/Composure.
• Attention to Detail.
• Teamwork Orientation.
• Problem Solving.
• Microsoft Office Suite.

Supervisory Responsibility: None.

Reporting Structure: Reports to Special Event Corporate Sponsor Manager, Chief Development Officer.

Position Type/Expected Hours of Work:

Full-time positions are defined as positions scheduled to work approximately up to 40 hours a week. Scheduling is at the discretion of the manager. This position regularly requires flexible hours including weekdays, holidays, and weekends including early morning, daytime, and evening hours to provide coverage during Zoo hours of operation and events.

This position is considered exempt under the federal and state wage and hour laws.

Work Environment:

While performing the duties of the job, the employee will frequently work in alternate settings between indoors (office environment) and outdoors (Zoo grounds). While primarily a sedentary position, when outdoors this position is required to work in various weather conditions including rain, humidity, and extreme heat or cold.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

This position requires frequent sitting/standing/walking/bending/kneeling and may occasionally move or lift objects up to 50 pounds. Position also requires ability to navigate through Zoo grounds, with or without the use of an electric golf cart.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Duties:

Please note that this job description is not exhaustive and additional duties may be assigned, or existing duties may be modified, at any time to meet the needs of the organization.

Other Requirements:

• 21 years or older.
• Clear background check.
• Clear drug screening.
• Valid driver's license.
• Clear MVR screening.
• Proof of current automobile insurance.

Benefits & Perks

The Memphis Zoo has a comprehensive benefits and employee perks package. Please see our Memphis Zoo Careers page for details.

EEOC and Inclusion Statement:

The Memphis Zoo believes that human diversity is as important as the biodiversity we seek to conserve. World-class zoos are comprised of world-class team members representing a variety of backgrounds, perspectives, and skills. We value a diverse workplace and strongly encourage people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, and veterans to apply.

The Memphis Zoo is an equal-opportunity employer. Applicants will not be discriminated against because of race, color, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state or federal laws. If you need to request any accommodations for the interview or hiring process, please let the Human Resources team (HR) know. HR can be contacted at hrteam@memphiszoo.org.

The Memphis Zoo participates in E-Verify and is an EEO/ADA/Veteran employer.

All offers of employment are contingent upon the successful completion of pre-employment screening. Memphis Zoo is a drug-free workplace.

How to Apply:

Applications should be submitted via the Memphis Zoo Careers page. Please note that any other application submissions will not be considered.

Job Tags

Holiday work, Full time, Local area, Outdoor, Flexible hours, Afternoon shift, Early shift, Weekday work,

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