Public Event Coordinator

Description

Every day is an adventure at The Living Desert Zoo and Gardens! As both a cultural destination and conservation-centered organization, our team makes a daily impact on our local and global communities. We are looking for a Public Events Coordinator to join our exciting, fast-paced team. This position plays a key role in helping the public experience the zoo in unique ways at special and after-hours events. Join us in encouraging the community to get excited about The Living Desert Zoo and Gardens and its conservation mission. Help create lasting memories for our members and visitors by executing unique and engaging events throughout the year.

Under the guidance of the Senior Manager, the Event Coordinator (EC) will organize, execute, and communicate event details, identify resources, project expenses, and create event revenue opportunities. The EC will coordinate events that engage, are on brand and support the mission of TLD. The EC will serve as the point person for planning, executing, and managing TLD (The Living Desert) Public Events i.e., Howl-O-Ween, Wildlights, Glow in the Park and any such events that may be added in the future.

Duties and Responsibilities

• Execute innovative public events that support the TLD mission, help drive park attendance, and generate revenue.
• Work with the team to ideate improvements to existing events and develop new event opportunities.
• Have an ability to work a flexible schedule that meets the needs of the event calendar. To include days, nights, weekends, and holidays as needed.
  Be prepared to work a varied schedule of days/hours as needed to accommodate event planning as well as be available to execute and staff the events as needed. Typically, within a 40-hour work week but some overtime might be required.
• With the Sr. Manager, plan and coordinate all elements of events including timeline, layout, setup, staffing, vendor needs and breakdown.
• Execute events within the established departmental budgets – working within the expense and revenue expectations and identifying any changes +/- to the budget.
• Work with the Food & Beverage team, to ideate and incorporate unique F&B offerings at each event through our outlets or pop-up kiosks or bars.
• Work closely with the TLD Marketing Department to ensure strong event communication/marketing to the public, website, on grounds signage and branding needs.
• Identify and obtain quotes from outside vendors needed to execute the events i.e. lighting, music, performers, décor, etc.
• Work with the admissions and operations teams to identify event ticketing needs.
• Identify and coordinate with each department, the staffing needed to properly manage and staff each event to ensure an optimal guest experience.
• Communicate all event related detail to all TLD staff including set-up needs (via Zeo’s and workorders), run of show, and master calendar.
• Coordinate all elements needed to carry out the event from planning, set-up, execution to strike.
• Ensure complete, timely and accurate communication of public events and promotional event days to the appropriate departments, staff, and vendors.
• Evaluate each promotional event to enhance the experience, conserve resources and maximize the ROI on future events.
• Contribute to the creation of a cost and revenue analysis for each event.
• Maintain a safe and productive workplace/event for visitors and staffAbility to deal with the public courteously and effectively and to represent the institution at the highest professionalism standard.
• Able to establish and maintain effective and professional working relations with vendors, in-house caterers, co-workers, and other department personnel, and to do so in accordance with The Living Desert Employee Handbook.
• Overall coordination of master calendar updating as it pertains to private and promotional events.
• Aids other departments, as time and event schedule permits, to offer suggestions and best practices to them in executing their own department events as needed.
• Contributes to desert conservation through reduction of waste, water and energy use, and inspiring guests and team members to take conservation actions.
• Attend educational, networking and community events as deemed appropriate to gain innovative ideas and techniques, conduct research, gain competitive insight, and promote TLD events.
• Other related responsibilities as necessary to accomplish department objectives.

Requirements

Specific Skills:

• Ability to work with and support both in-house and outside vendors as it relates to executing events
• Extensive knowledge of event planning, procedures, and policies
• Ability to work well with volunteers, vendors, and the public
• Ability to work a flexible schedule including weekends, nights and overtime as needed.
• Ability to respond and handle problems in a positive and service oriented attitude
• Ability to coordinate several activities at the same time
• Ability to manage an established budget
• Above average organizational skills and detail oriented
• Ability to give and comprehend written and oral instructions, and to accurately carry out such instructions
• Ability to communicate clearly and concisely, both orally and in writing
• Ability to form professional networking relationships with other institutions and companies
• Must be a motivated self-starter who needs minimal supervision
• Ability to make independent decisions in accordance with established policies and procedures
• Strong personnel management skills
• Must have strong interpersonal, communication and leadership skills
• Ability to work with others in a team setting

Equipment Used: Computer, computer printer/scanner, fax machine, two-way radio, golf cart, small hand, and power tools.

Conditions of Work: PHYSICAL EFFORT: Occasional driving, standing, walking, bending, twisting, climbing, crawling, kneeling, reaching motions. Some lifting up to 50 lbs. DISCOMFORT/RISKS: Occasional exposure to extreme heat, chemicals, and dust/airborne materials. HOLIDAY WORK: Holiday, weekend and evening work may be required. TRAVEL: Conference and workshop attendance available. If funding is available, some or all expenses paid.

Qualifications

Bachelor’s degree preferred. Minimum three years’ experience in event planning, coordination and management required. Must hold a valid California driver license and be insurable on The Living Desert's automobile policy. Must be an energetic self-starter with good leadership and communication skills and be willing to work with others in a team setting.

Salary Description

$27.48/hr