Private Events Manager - Tampa, United States - Tampa's Lowry Park Zoo

Description

Are you passionate about animals, conservation and private events?

ZooTampa is searching for a Private Events Manager who can bring both vision and meticulous execution to our diverse events portfolio.

This pivotal role demands a balance of creativity and organizational rigor, ensuring each event is memorable and upholds our commitment to excellence.

We're seeking a candidate who can not only envision but also actualize events that stand apart. This position reports directly to our Sr. Manager of Private Events.

• Do you have the skills and experience to execute top-notch events aligned with rigorous quality and safety standards?
• Are you a take-charge individual who can flawlessly manage events from start to finish?
• Do you excel in collaboration across departments, fostering team synergy and exceeding expectations with your deliverables?

If you find yourself answering "yes" and are motivated by the challenge, we'd be excited to review your application. Apply today-we're arranging interviews soon for this dynamic role.

Position Summary

Plans, implements, and manages all Zoo Private Events.

Who We Are

ZooTampa at Lowry Park is one of the most popular zoos in the southeastern U.S., with over 1.2 million visitors annually.

We have grown to what now encompasses 56 acres of naturalistic wildlife habitats in a lush, tropical garden setting with wide-ranging activities.

The Zoo, accredited by Association of Zoos and Aquariums (AZA), offers popular educational programming, fun recreational amenities, up-close animal encounters and engaging seasonal events for which it has won awards as one of the country's most family-friendly zoos.

Our mission is to rescue, rehabilitate and care for animals; create exceptional personalized experiences that connect people with wildlife and each other in fun, immersive ways.

Our vision is that everyone we touch is motivated to join us in taking action to protect and preserve wildlife.

Join us and become a part of creating unforgettable natural connections

Essential Functions (Including, but not limited to):

• 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.

Roles and Responsibilities (Including, but not limited to):

• 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.

Qualifications and Experience:

• 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.

Skills:

• 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.

Physical Requirements:

• 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.

Computer Proficiency:

• Proficient with Microsoft Office, database software, and adapt well to other computer programs.
• Thorough knowledge of Excel and Power Point.

Our Perks at ZooTampa

• Medical, Dental, Vision, Pet, Life Insurance, 403(b) Pension Plan
• Vacation and sick time
• Employee Assistance Program
• Tuition Forgiveness
• Free gym membership
• Free admission to the Zoo, MOSI, and the Florida Aquarium
• Free or discounted admission to many attractions in Florida
• Discounted auto insurance
• And so much more
• Equal Opportunity Employer & Drug-Free Workplace