Events Assistant

The Virginia Zoo, founded in 1901, is located in Norfolk, VA and is home to more than 700 animals representing over 150 species. It resides on 53 acres and is mostly outdoors with an indoor World of Reptiles exhibit, 3 classrooms, and an indoor restaurant and gift shop.

The Event Assistant will support the Events Manager and Events Department in planning and executing engaging events at the Virginia Zoo. As an Event Assistant, you will be tasked with providing support and coordination for vendors, promotion of events with the support of Virginia Zoo Marketing department and providing administrative support for the Events department. Success in this role will require an individual to be highly organized, detailed-oriented, and comfortable communicating with vendors, sponsors, and community partners to ensure seamless event execution.

This is a full time, non-exempt position reporting to the Events Manager.

Job Duties

• Assist with vendor communication, including DJs, bounce house rentals, food trucks, community partners, and local businesses.
• Coordinate vendor logistics such as arrival times, load-in/load-out procedures, and contract requirements.
• Maintain vendor agreements and ensure compliance with zoo policies.
• Assist with the development of new vendor partnerships and sponsorship coordination to enhance event offerings.
• Distribute flyers and promotional materials around the community to generate excitement and increase event attendance.
• Assist with event setup, breakdown, and onsite coordination.
• Contribute to departmental brainstorming and developing sessions for exploring new event ideas while maintaining the overall vision and goals of the Virginia Zoo Events Department.
• Provide general administrative support, such as responding to event inquiries, organizing event-related documents, maintain event checklists, timelines, itineraries, DJ notes, FAQs, vendor contact lists, and post-event reports
• Serve as an onsite point of contact for guests during events, answering questions about schedules, activities and amenities.
• Assist with event signage and wayfinding placement to assist guests with navigating Virginia Zoo events.
• Gather informal feedback from guests to help improve future events.
• Work closely with other zoo departments and volunteers to ensure smooth event execution.
• Conduct inventory audit of event supplies and initiate reorders when necessary (e.g. signage, decorations, wristbands, table covers, giveaway items).
• Assist with collecting attendee and staff feedback through surveys.
• Provide post-event recaps including financial data, attendance and survey feedback.
• Provide support for private rental events and birthday parties, prior to, during and after.
• Other duties as assigned.

Requirements

Skills / Abilities Requirements

• Strong organizational skills and attention to detail.
• Excellent communication skills, both written and verbal.
• Effective time management skills.
• Comfortable interacting with vendors, sponsors, and community members.
• Ability to work independently while taking direction from the Events Manager.
• Ability to function well in a high-paced and at times stressful environment.
• Ability to maintain high level of confidentiality of donor and prospect information.
• Proficient with Microsoft Office Suite or related software.
• Ability to maintain a flexible schedule, including nights and weekends.
• Ability to prioritize multiple tasks while maintaining an optimistic attitude.

Education / Experience Requirements

• Bachelor’s degree, preferably in Hospitality, Event Planning, Tourism, Parks and Recreation, or Communications or equivalent experience.
• Experience with site maps/plan-o-grams is a plus.
• Experience working events is a plus.
• Experience working as a venue coordinator and/or with outdoor events is preferred.
• Experience with working with 3rd party vendors is a plus
• Understanding and knowledge of the local Norfolk community is a plus.
• Experience in event planning, hospitality, marketing, or related field preferred.

Physical Requirements

• Ability to stand, move, and walk for up to 8 hours a day.
• Ability to lift and move objects including but limited to boxes, tables, and chairs, up to 35lbs.
• Ability to work outdoors in various weather conditions.