Sr. Manager of Private Events (Full-Time)

Are you passionate about animals, conservation and private events? ZooTampa is now hiring a full-time Sr. Manager of Private Events. Are you the kind of person who is passionate about rescuing, rehabilitating and caring for animals? Do you care about creating exceptional, personal experiences with co-workers and guest? Do you want to work in a fun and immersive environment where your contribution impacts the mission of the organization? Do you have the skills, experience and passion required to be an exceptional Sr. Manager of Private Events for ZooTampa? If so, apply today, we will be interviewing soon. 

Position Summary

• Plans, implements, and manages a variety of 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!
• Your day to day

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 Private Events as assigned by the Sr Director of In Park revenue.
• Supervises event staff and department interns.  Direct reports include 2 Private Event Managers.  And multiple occasional staff members.
• Plans, implements, and manages all special events, and private rentals.  Develops and maintains systems to capture institutional knowledge about all Zoo events to protect progress to date and ensure continual improvement. 
• Provides detailed timelines and checklists for the Sr Director of In Park revenue 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). 
• Create event space templates and diagrams, listing capacity for multiple events and event configurations
• Schedules pre-event meetings.  Private Events meeting with all Zoo Departments
• Ensures all BEOs reflect the client needs/wishes through Triple seat and works in conjunction with OVG to ensure all client demands are met.
• Coordinate staff requests from other departments.
• Checks in with all department heads to gain new information regarding event concerns. 
• Ensures adequate inventories of event supplies.  Appropriate storage, cleanliness and upkeep of High tops, linens etc.
• Schedules and attends weekly meetings with Sr Director of In Park revenue.  Reschedules meetings if conflicts occur.
• Responsible for information flow and department coordination in execution of assigned events. 
• Manages external event planning.
• Responsible for mentoring, training, and overseeing Private Event Managers
• Develops event budget in coordination with Sr Director of In Park Revenue and is responsible for meeting and exceeding financial targets.  Monitors expenditures and ensures compliance with Zoo’s purchasing policy. 
• Ensures quality client and guest service by reaching out beyond functional areas of responsibility and reporting, suggesting, and implementing improvements that will enhance client and guest experience. 
• Ensures subordinates provide excellent internal and external guest service at all times. 
• Ensures timely and accurate communications to clients, 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.  
• Works closely with Marketing in managing event marketing and accounting managing event sales.
• Works closely with the Food Department in set-up, implementation, and special needs for all events. Create SOP in conjunction with F&B leadership
• Put into practice and create an SOP event follow-up including wrap up, thank you messages, receipts, tax requirements, and invoices.
• Handles a wide variety of complex and confidential situations and resolves conflicts involving events at the Zoo.
• Monitors all event purchases and ensures accurate and thorough completion of paperwork and documentation.
• Other duties as assigned.
• Oversee and give guidence of all Zoo events including setup, décor, and breakdown. Assures quality control of all aspects of events inclusive of F&B.
• Create a protocol proforma which 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.
• Responsible for scheduling and facilitating regular meetings for managers to discuss and plan for events. 
• Interacts with and coordinates all Zoo Departments in developing timelines, operating guidelines, and plans regarding events.
• Generates regular reports tracking events and expenses within areas of responsibility.
• To ensure complete historical tracking, maintains thorough documentation regarding all Zoo events.
• Experience Required
• Qualifications and Experience: AA or Bachelor’s Degree in hospitality, communications, marketing, business, or related field required.
• Certificate for Meeting and Planning is preferred.
• Minimum 2 years in event planning and execution Knowledge of protocols, etiquette, and social norms.
• Exhibits 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 be able to follow specific instructions and 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.
• Knowledge of Catering programs preferred.

Perks

• Our Perks at ZooTampa Medical, Dental, and Vision Insurance Options 403(b) Retirement Plan Competitive PTO plan (Vacation and Wellness time) Employee Assistance Program Free gym membership Free admission to the Zoo, MOSI, and the Florida Aquarium Free or discounted admission to many attractions in Florida And so much more! Equal Opportunity Employer & Drug-Free Workplace