Are you a "wiz" at administrative tasks, with a keen eye for details, and skilled at coordinating successfully various assignments in a collaborative fashion? Do you like to work on contracts as much as working with guests and business partners?
Do you thrive on a fast paced, team oriented, customer service, fun work environment?
Does the mission of saving the natural world make you think this may be your dream job... especially as it involves supporting an EVENTS team?
If so... read further!
Support all aspects of event management at the Santa Barbara Zoo in conjunction with Zoo Catering Services by Rincon. The Events Associate is responsible for making sure that all events held at the zoo are a wonderful, enjoyable, and safe experience for all concerned, in order to accomplish our goals of providing a superior visitor experience, while successfully coordinating supporting services.
This is a full-time, year round position.
Schedule: Full-Time, Wed-Sun, April-Oct, and Tues-Sat., Nov- March depending upon season and events.
Compensation: $16 and up, DOE.
Job Description
Job Title: Events Associate
Summary: Under general direction of the Events Manager, this position supports all aspects of event management at the Santa Barbara Zoo in conjunction with Zoo Catering Services by Rincon. The Events Associate is responsible for making sure that all events held at the zoo are a wonderful, enjoyable, and safe experience for all concerned, in order to accomplish our goals of providing a superior visitor experience, while successfully coordinating supporting services.
Essential Duties include the following:
Oversee zoo administrative processes and work collaboratively with Zoo Catering Services to coordinate processes and ensure successful preparation and execution of special and private events.
Oversee contracts, payments, venue availability, and day of execution.
Coordinate with both Zoo Culinary Programs and Zoo Catering Services by Rincon.
Communicate clearly and effectively with both Zoo Culinary Programs and Zoo Catering Services by Rincon.
Provide tours of Zoo’s private event sites to prospective clients.
Collaborate and assists with building, training and engaging a strong Events team.
Coordinate Event Hosts scheduling.
Maintain a positive, efficient, and collaborative work environment.
Maintain and coordinate internal Zoo Event venue calendars
Maintain and track sales figures & receivables, available dates, and all pertinent shared as it pertains to all special and private events.
Interface with Zoo Catering Services by Rincon, entertainment providers, and other vendors, to ensure successful, safe events.
Assist with all event planning and production.
Monitor event activities to ensure compliance with applicable policies & procedures, satisfaction of participants, and resolution of any problems that arise.
Maintain records and generates reports associated with special and private events.
Prepare and track billing, review for accuracy, and manages collection of special and private event revenue.
Correspond in a timely manner with Zoo Catering Services regarding collection of all private event fees.
Coordinate staff communications concerning special and private events.
Facilitate communication between Zoo Catering Services & Zoo staff regarding needs for events.
Proactively promote the Zoo as a facility for corporate events, birthday parties, weddings, and other private events. Promotion to include phone calls, office visits, cultivating, building client database, etc.
Plan, develop, implement, and evaluate advertising (and, when appropriate merchandising, in collaboration with Retail team).
Improve product marketability and profitability by researching, identifying, and capitalizing on market opportunities; improving product & service packaging (in collaboration with Marketing team).
Work collaboratively with Marketing team to produce Private Events promotional packets and miscellaneous promotional items for private events.
Adhere to the Zoo’s policies and procedures as outlined in the Employee Policy Manual.
Apply and Exemplify “green” (sustainable) practices whenever possible.
Other Duties:
Assist Events Manager with relevant marketing efforts (in collaboration with Marketing team).
Greet every guest with a smile or a friendly “hello.”
Thank guests for supporting/visiting the Zoo.
Answer phone calls promptly and professionally.
Ensure the Zoo’s presentation standards for cleanliness and maintenance are met by keeping work areas clean, picking up trash, reporting unsafe or unsightly conditions.
Work with guests to share information, identify their needs, and make their experience a more personal one, providing a high level of customer service and satisfaction.
Respond to all guest inquiries, complaints, and comments according to Zoo guest relations procedures.
Maintain a clean neat appearance and adheres to the Zoo’s uniform dress code.
Take responsibility to stay informed about happenings at the Zoo, such as reading employee communications and attending meetings.
Reflects the qualities outlined in our Core Values, the Guest Relations Statement and the Employee Pledge.
Other duties as assigned.
POSITION CRITERIA:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and environmental characteristics described below are representative of the knowledge, skill, ability, and working and physical elements required of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Must be at least 18 years of age.
Education and Experience:
College degree preferred.
Minimum 2 years paid experience in the event industry.
2 years of customer service experience.
Knowledge, Skills, Abilities:
Proficient in Microsoft Word, Excel, Outlook, Access.
Ability to learn point of sale system quickly and become proficient
Strong organizational skills.
Strong attention to details.
Effective oral and written communication skills.
Ability to adapt and assist when needed.
Ability to work as a strong team player.
Ability and willingness to attend off-site meetings or events as necessary
Ability to talk to others to convey information effectively, to give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interruption at inappropriate times.
Ability to tell when something is wrong or is likely to go wrong and solving the problem in a way that makes sense.
Ability to follow oral and written direction.
Ability to manage one's own time and the time of others in an efficient and effective manner.
Ability to adjust actions in relation to others' actions.
Ability to develop friendly and productive relationships at work and maintain them over time.
Team oriented and collaborative.
Ability to interact courteously and respectfully with supervisors, fellow employees, volunteers, and guests.
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Ability to be open to change (positive or negative) and being flexible.
Ability to actively look for ways to help people, and be aware of others’ reactions and understanding why they react as they do (social perceptiveness)
Ability to handle stress and maintain composure: accept criticism and dealing calmly and effectively with high stress situations, keeping emotions in check, and avoiding aggressive behavior, even in very difficult situations.
Ability to handle large, multifaceted events/programs successfully.
Ability to relate well to diverse audiences and large groups of people.
Ability to meet deadlines and operate under time pressure, with various interruptions.
Ability to work in busy shared office environment, with a positive outlook.
Ability to exercise safe work habits.
Time Commitment
Position will require Saturday and Sunday shifts, as well as some evenings and holidays, in order to supervise certain Special Events, Weddings and Corporate Events.
The schedule will change based on business/seasonal needs.
License, Certification, or Preferred Qualifications:
Valid driver’s license with good driving record is desirable.
Reliable transportation to and from work. Insurance coverage must meet the Zoo’s criteria to be allowed to drive for the Zoo.
Successful completion of a Department of Justice Live Scan background check.
First Aid and CPR Certification.
Physical Demands & Work Environment:
Requires the ability to access all areas of the facility.
Must be able to climb stairs, manipulate computer tools, stand / walk for up to three continuous hours.
Involves walking out-of-doors in all weather conditions
Supportive and open employment culture.
Ability to lift 10-20 lbs frequently and 40 lbs occasionally.
Requires flexible schedule, including most weekends and some holidays and evenings.
Requires the ability to work successfully in a shared open-office environment with frequent interruptions.
Tools used:
Personal computer and software (Microsoft Word, Access, Outlook, Excel)
Two-way radio
Standard office equipment; telephone, copier, printer, fax machine, calculator
Hand tools
Electric cart
WhenToWork scheduling software
Various online ticketing software
This job description is representative of the expectations of the position described. Additional duties, reporting relationships, and/or position criteria may be assigned as deemed necessary by the Chief Executive Officer or authorized representative. No changes to this job description shall be made without written permission by the Chief Executive Officer or authorized representative.
The Zoo reserves the right to revise this job description at any time. The job description does not constitute a contract for employment and does not guarantee employment for any specified period of time. The job description does not in any way alter the at-will employment relationship.