EVENT PLANNER ASSOCIATE

CLOSING DATE:  Open Until Filled, Interviews begin week of 9/20-24
SALARY:  DOE, Salaried/Exempt
LOCATION: The Zoo Society, 5400 N. Pearl St. Tacoma
HOURS: Full-Time

SUMMARY
The Zoo Society fosters the relationship between Point Defiance Zoo & Aquarium (PDZA) and our community.  We sustain and grow membership, raise funds, and generate community support. Become a member of our team and utilize your sales, marketing and public relations skills in our community as an Event Planner Associate (primarily) for our annual fundraising event, Zoobilee. As an Event Planner Associate you will work closely with the Corporate & Foundation Relations Manager to brainstorm about themes for Zoobilee.  Once the theme is decided, you will be responsible for implementing the event from start to finish. The position will also require support for much smaller on-site events. 

RESPONSIBILITIES
This position is responsible for the successful execution and supervision of The Zoo Society’s annual fundraising event Zoobilee, held on the third Friday of each July. 
Responsibilities of the Event Planner Associate:

·         Assist in creating and implementing event budget;

·         Maintain records of event aspects, including financial details;

·         Actively participate in identifying an event theme;

·         Develop all timelines with milestones and meet them.

·         Work closely with volunteers, event committee and chairs; as well as the Community Relations Coordinator and Administrative Assistant;

·         Deliver organized, structured and persuasive presentations; listen to and understand others, and ensure that written and verbal communication are culturally appropriate and consistently reflect The Zoo Society’s mission, goals, values and brand;

·         Assist with development of an event marketing plan that includes a detailed advertising plan and implement it; work with professional contractors to create, design and disseminate all event media collateral;

·         Facilitate the creation of large quantities of signage and other event collateral.

·         Organize mailing lists for event media (i.e. Save-the-Date Cards, Invitations, etc.);

·         Assist with identifying and securing 60-65 local restaurants to participate in the event; manage all logistics involved with organizing the restaurants according to health department regulations;

·         Serve as event liaison with health department, fire department, MetroParks Tacoma and other community partners;

·         Supervise and apply for all necessary event permits (i.e. event, gambling, liquor, etc.);

·         Recruit, train and supervise more than 200 volunteers;

·         Assist with revenue generating activities such as: procurement of raffle donations, VIP gift bag donations and auction items;

·         Supervise data entry and be responsible for all auction on-line software (Ready Set Auction); and produce weekly reports;

·         Oversee logistics of auction and raffle;

·         Oversee event décor and entertainment; including 5 live-music stages;

·         Identify and implement special VIP offerings; including the VIP lounge;

·         Supervise event online and manual ticketing logistics;

·         Work closely with Zoo electrical personnel, operations, equipment rentals and in-kind contractors;

·         Assist with identifying and securing event Corporate Sponsors;

·         Coordinate all clean-up of Zoobilee with volunteers and hired support staff; Zoo will open the following morning of Zoobilee;

·         Track and coordinate inventory management of all Zoobilee items on-site and in storage;

·         Coordinate and manage all follow-up thank you letters; order and deliver restaurant thank you plaques as well as corporate sponsor crystal recognition gifts;

·         Post-event follow-up with vendors to complete invoices and work with Finance Manager to reconcile;

·         Conduct post-event evaluations in order to determine how future events may be improved;

·         Schedule event debrief meeting(s).

MINIMUM QUALIFACTIONS

·         Excellent writing and verbal communications skills

·         Well organized

·         Must be able to multi-task, think outside the box, think on your feet and troubleshoot problems while dealing with what can be stressful situations.

·         Must be able to work with all types of people and be able to visualize an event not only from start to finish, but also the steps needed to accomplish successful results.   

·         Undergraduate degree in hospitality management, communications, marketing or business preferred

·         Experience in planning large-scale events

·         High level attention to detail

·         Ability to take direction

·         Ability to work independently

·         Scheduling flexibility; available to work weekdays, some evenings and weekends

·         Excellent computer skills in a Microsoft Windows environment. Must include Excel, Word and skills in database management. Experience with Raiser’s Edge and Ready Set Auction preferred.

LICENSE & OTHER REQUIREMENTS

·         Driver’s license required.

PHYSICAL DEMANDS

·         Must be able to lift 50 pounds.

·         Must be able to drive.

·         Comfortable with long hours of being on your feet.