Omaha’s Henry Doorly Zoo & Aquarium is seeking an Internal Event Coordinator to create delightful event, meeting and special experiences for internal clients and community peers. This role serves as the point of contact for internal department event and meeting needs including Administration, Education and Guest Services . This role will support, build and ensure successful event execution that matches the same high quality Zoo experience standards as our private and public events. This role will support a multitude of internal event needs, from lunch for Board meetings, appreciation dinners for our volunteers to all staff meetings that require room setup, catering and bar. This position directly reports to the Manager of Events.
Duties and Responsibilities (include but not limited to):
- Serve as main point of contact to support the coordination and execution of varied in-person events and meetings.
- Follow Event team protocols by booking proper event spaces and preparing Banquet Event Orders (BEO) to clearly outline all client expectations and requirements for event resources.
- Ensure a BEO is completed for each event, submitted to and discussed with the Manager of Events and Event Operations Assistant Manager.
- Participate in weekly BEO meetings to align resources to event needs and maintain open communication with all departments.
- Serve as liaison between internal event requestor and event resources, coordinating the necessary details to ensure a successful event for internal clients and clearly articulating event needs for the Event Operations Assistant Manager to support execution.
- Monitor and closely adhere to budget constraints established by the internal event requestor by right-sizing event experience to meet the budget.
- Receive and analyze event feedback and messages to develop client recommendations for enhancements or updates to existing event efforts.
- Work closely with design team to coordinate event promotional materials as needed.
- Align with Manager of Events to develop processes, best practices, standard operating procedures and other documents to create efficiencies and clear communication among stakeholders.
- Coordinate with internal and external vendors to procure various supplies and services needed for a spectacular event.
- Manage and communicate to vendors any changes as well as Zoo expectations.
- Supervise event execution as needed to ensure full follow-through of internal client’s event expectations.
- Be knowledgeable of and familiarize with location and operation of lighting controls, HVAC controls, emergency equipment, access to storm shelters and the Zoo’s emergency policies and contacts.
- Build relationships with key internal stakeholders that regularly require internal event services.
- Occasionally provide tours to visiting Zoo peers or community members.
Knowledge, Skills & Abilities:
- Minimum 2 years in an event coordination role.
- Experience in Hospitality and/or Food and Beverage service experience is helpful.
- College degree preferred
- Must be a minimum of 18 years of age.
- Ability to work effectively with a diversity of individuals at all organizational levels.
- Strong organizational, problem-solving, and analytical skills.
- Versatility, flexibility and a willingness to work within constantly changing priorities.
- Proven ability to handle multiple projects and meet deadlines.
- Strong interpersonal skills.
- Good judgment with the ability to make timely and sound decisions.
- Excellent communication, negotiation and multitasking skills.
- Ability to maintain a customer-service oriented attitude.
- Must be available to work occasional weekends, weeknights and odd hours as needed.
- Must hold a valid driver’s license.
- Working knowledge of Microsoft Office products.
Physical Requirements:
- Have the ability to move between multiple venues and work areas.
- Must be able to work in confined areas where bending and lifting is necessary; ability to lift 50 lbs.
Work Environment:
- This position works primarily in an indoor office and indoor event environments; however, a portion of the duty is outdoor environment subject to all types of weather conditions.
DISCLAIMER
- The information presented indicates the general nature and level of work expected of employees in this classification.
- It is not designed to contain, nor is it to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.
- Omaha’s Henry Doorly Zoo & Aquarium is an Equal Employment Opportunity Employer as defined by the EEOC.
Salary
- Starts at $18.15/hour depending on experience
