Private Events Manager (Full-Time)

The Private Events Manager at ZooTampa is responsible for planning, implementing, and managing all private events at the zoo. This role acts as the primary contact for clients from start to finish, coordinates with various zoo departments, and ensures events meet quality and safety standards. The manager also oversees event logistics, staff coverage, and maintains documentation to support continuous improvement.

Responsibilities

• Conducts all activities in alignment with AZA standards and guidelines, all relevant laws and regulations, safety standards, and standards that ensure animal welfare.
• Acts as primary contact, project manager, and facilitator of all Zoo events as assigned by the Sr Manager of Private Events or Sr Director of In Park Revenue
• Point of contact for clientele from beginning to end of event to plan, implements, and manages all Private Events as assigned.
• Develops and maintains systems to capture institutional knowledge about all Zoo Private Events to protect progress to date and ensure continual improvement.
• Responsible for entering event contract addendums in catering software (Triple Seat) and relaying any changes and alterations to all Zoo Tampa departments in a timely manner.
• Provides detailed timelines and checklists for the Sr Manager of Private Events or Sr Director of In Park Revenue to review in advance of events with explicit explanations of the function of all details including event diagrams.
• Clearly defines staff coverage for event preparation, delivery acceptance, event oversight, and event wrap-up (to include, but not limited to, setup, event success reporting, event evaluations and assessments).
• Participates in pre-event meetings and Events meeting with all Zoo Departments
• Coordinate staff requests for and from other departments.
• Check in with all department heads to gain information regarding events concerns.
• Ensures adequate inventories of event supplies are on hand prior to event
• Attend Weekley BEO meeting with OVG Director of Catering
• Responsible along with Sr Manager of Private Events for information flow and department coordination in execution of assigned events.
• Manages external event planning.
• Monitors expenditures and ensures compliance with Zoo’s purchasing policy.
• Ensures quality guest service by reaching out beyond functional areas of responsibility and reporting, suggesting, and implementing improvements that will enhance guest experience.
• Ensures timely and accurate communications to guests, staff, and Zoo management.
• Ensures company and regulatory compliance related to functional areas of responsibility.
• Enhances, develops, implements, and enforces policies and procedures of functional areas of responsibility to effect continual improvements in efficiency of department and services performed.
• To ensure complete historical tracking, maintains thorough documentation regarding all Zoo events.
• Provides thorough briefings for Zoo departments directly involved in events as well as executive summaries for peripheral staff to ensure all departments are well informed and prepared.
• Attend and facilitate regular meetings for managers to discuss and plan events.
• Interacts with and coordinates all Zoo Departments in developing timelines, operating guidelines, and plans in regard to events.
• Assists with hands-on support of all Zoo events including setup, and breakdown. Assures quality control of all aspects of events.
• Works closely with the Food Department in set-up, implementation, and special needs for all events.
• Handles a wide variety of complex and confidential situations and resolves conflicts involving events at the Zoo.
• This position requires a flexible schedule, nights, weekends and holidays are part of our operating hours.
• Other duties as assigned.

Requirements

• AA or Bachelor’s Degree in hospitality, communications, marketing, business, or related field required.
• Knowledge of protocols, etiquette, and social norms.
• Demonstrates poise, tact, and diplomacy.
• Exhibits project management skills, including designing, implementing, and tracking events and programs.
• Must be deadline oriented.
• Ability to respond and resolve effectively to the most sensitive inquiries or complaints.
• Ability to influence and lead other departments throughout the event planning process.
• Must have the ability to follow specific instructions and also be comfortable self-directing.
• Capacity to anticipate ability to think ahead and plan over multi-year time span.
• Capacity to change: ability to identify and correct operational problems quickly.
• Management: the ability to organize, prioritize, and manage multiple priorities.
• Must be able to think logically and solve problems with minimal guidance.
• Excellent interpersonal and communication skills. Possesses excellent verbal and written communication skills.
• Must have ability to multi-task in a fast-paced environment while maintaining a positive attitude with the public.
• Basic AV knowledge (how to use a projector, screen, and microphone)
• Must be able to maintain absolute discretion regarding donor information and knowledge obtained through management of ZooTampa at Lowry Park events and development efforts.
• Ability to communicate ideas and contribute effectively to the department.
• Ability to work in extreme weather conditions typical to west central Florida (i.e., heat, rain, or cold).
• Ability to use radio, telephone, and computer to communicate and follow written and verbal instructions.
• Must be willing and able to work varied and long shifts including holidays and weekends.
• Must be able to plan for, work, and staff specials events and exhibits as well as be available for unexpected shifts.
• Must be able to work in a variety of physical positions, including sitting, bending, and standing, walking and driving.
• Must be able to lift over 50 pounds and carry event items such as signs, supplies, linens, etc.
• Proficient with Microsoft Office, database software, and adapt well to other computer programs.
• Thorough knowledge of Excel and Power Point.

Benefits

• Medical, Dental, Vision, Pet, Life Insurance, 403(b) Pension Plan
• Vacation and sick time
• Employee Assistance Program
• Tuition Forgiveness
• Discounted gym membership
• Free admission to the Zoo, MOSI, Glazer Children's Museum, and the Florida Aquarium
• Free or discounted admission to many attractions in Florida
• And so much more!