The Events department works to annually develop and produce in upwards of hundreds of events. Oversee the Event team as they coordinate the production for all private and public events at Woodland Park Zoo which can have a wide range of guest attendance from two people to 5,000 plus. Responsible for managing event staff, assistants and directs the coordination of activities to prepare for the day of the event. Maintains Commitment to the mission of the zoo and Core Values. ESSENTIAL DUTIES AND RESPONSIBILITIES - Manage Events department team and oversee all aspects of zoo events operations and production including planning, guest experience, event goals, purpose, focus, communication and staff assignment
- Ensure all operations and program events are meeting zoo brand, and community and mission
- Manage relationship with External Relations department including event operations, and strategy with development team leaders ensuring their goals are achieved for Jungle Party, Thrive, and Donor Dinners, etc.
- Achieve operational goals by contributing information and recommendations to operation and budget plans
- Manage, develop coach and train the skills and abilities of Event Department staff, increasing the department’s range for successfully and independently developing and producing a wide variety of events
- Enhance department and organization reputation by accepting ownership for accomplishing new and different requests for resources or operations, exploring opportunities to add value to job accomplishments
- Develop working relationships with external vendors and establishes prices and service agreements to enhance the event experience and to increase profitability and resource efficiencies
- Resolve problems related to client experience, operation production; including identifying trends, and determining program improvements, recommend and implement changes, as necessary elevate issues that require approval by Director of Events and Promotions
- Hire, train and manage Special Events Ticketing Attendants
- Direct, coordinate and facilitate event-related meetings, including but not limited to: BEO/Catering weekly, Grounds/Maintenance bi-weekly, Admission weekly and applicable staff check in sessions including recap sessions, recommending improvements programs and identified efficiencies
- Coordinate all event follow-up, including communication and feedback loops for improvement processes, to include analyzing event performance and preparing metrics for presentation
- Facilitate and coordinate on-site day-of staff support for wedding and picnic production implementation generated by the Group Sales department
- Act in place of the Director of Events and Promotions as needed and directed by attending key meetings
- Participate in the zoo’s Lean program by acting as a Lean facilitator and serving as a division representative for workshops and other Lean effort; as directed by the Lean Projects Manager, assist in identifying and initiating Lean activities to improve efficiency throughout the zoo
- Coordinate necessary services with multiple departments, including: Maintenance, Grounds, Horticulture, Animal Management, Guest Services, Volunteers, etc.
- Work to expand support and teamwork of these departments; this includes acting as primary staff liaison to ensure that communication channels are clear, conflicts are resolved, and positive relationships are maintained
- Attend Facilities and Maintenance weekly project review meeting and operations meetings on behalf of Events and Sales Services department
- Establish working guidelines for staff billing and time tracking procedures including refinement of resources and operations improvements
- As program manager, oversee all aspects of Wildlights design, timeline planning, benchmarks, build, install/strike, and operations and logistics for event implementation, budget adjustments, expense goals, resource allocation and guest experience. Additionally, help drive WildLights related work living in outside departments for continuity of message, goals, and in the interest of maintaining schedule and communication
- Execute direction and tasks under the supervision of Director of Events and Promotions specific to the WildLights Exec Committee guidance
- Manage and coordinate planning meetings and discussions from early summer to completion in late winter; Events, Admissions, Animal Management, Education, Grounds, IT, Security, Zoomazium etc.
- Manage WildLights Operations and Logistical project coordination for auxiliary partners; Vendors,
- Transportation, Entertainment including scheduling, identifying needs, load in/out
- Meet financial objectives by forecasting requirements; preparing an annual budget, scheduling expenditures, analyzing variances, initiating corrective actions for the program of Wildlights, Events (portions) and Concerts (portions)
- Direct and coordinate with the Security Manager to contribute to and execute emergency management planning pertaining to special events
- Update job knowledge by participating in education opportunities, reading professional publications, maintaining personal networks, participating in professional organizations related to Event Operations and Program/Project Management
- Provide high quality customer service to internal and external zoo clients
- Perform other duties as assigned
QUALIFICATIONS - Bachelor's degree (B.A. or B.S.) from an accredited four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience
- Valid Washington State Driver's Licens
- Overall knowledge of all aspects of event planning
- Experience with managing volunteers and/or committees
- Professional, customer-service-oriented demeanor
- Ability to identify and diffuse disruptive/unsafe behavior(s) and/or elevate the situation to the appropriate level/resource
- Excellent organizational and time management skills
- Demonstrated reliability and punctuality
- Ability to work well under pressure, and to learn and adapt quickly in a fast-paced and changing environment
- Ability to balance multiple tasks and requests at one time
- Ability to work successfully as a team member and independently
PHYSICAL DEMANDS While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl; and talk or hear. The employee is frequently required to sit and climb or balance. The employee must regularly lift and/or move up to 25 pounds and frequently lift and/or move up to 50 pounds. There are no special vision requirements. Must be able to work in low lighting levels. Reasonable accommodations may be made to perform essential functions. WORK ENVIRONMENT While performing the duties of this job, the employee is exposed to a typical office environment and/or outdoor weather conditions. The noise level in the work environment is usually moderate. APPLICATION DEADLINE: This position will remain posted until filled; priority will be given to applications received prior to October 1st, 2018. Woodland Park Zoo is an equal opportunity/affirmative action employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, age, sex, religion, national origin, disability, veteran’s status, sexual orientation, or gender identity/expression. |
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