Events Office Assistant

Position: Events Office Assistant

Position Type: Full Time, 

Great learning experience for recent graduate or event industry intern

Work Week: Typically Tuesday- Saturday. Nights, Sundays, and overtime occasionally necessary. Flexibility required.

Department: Events

Supervisor: Director of Events

 

Nashville Zoo Mission:

Nashville Zoo is dedicated to inspiring a culture of understanding and discovery of our natural world through conservation, innovation, and leadership. With a diverse collection of animals and a commitment to wildlife preservation, we provide engaging experiences for visitors of all ages.

 

Why Work with Us:

At Nashville Zoo, we believe in taking care of our team just as well as we care for our animals. Full-time employees enjoy a robust benefits package designed to support your health, well-being, and future:

 

• Comprehensive healthcare coverage – including medical, dental, and vision plans to keep you and your family healthy.
• Employee Assistance Program (EAP) – confidential support services for mental, emotional, and financial well-being.
• 401(k) retirement plan with company matching – helping you build a secure future while you make a meaningful impact today.
• Generous paid time off and sick leave – because rest and recovery are vital.
• Exclusive zoo perks – enjoy discounts on park experiences, retail, and food services, plus complimentary membership benefits.
• A collaborative and inclusive culture – be part of a diverse team where your voice matters, your growth is nurtured, and collaboration thrives across all departments.
• AZA-accredited facility – Nashville Zoo is committed to top-tier animal care, ethics and global conservation efforts.

 

Position Description: The Events Office Assistant acts as the primary contact point for the events department and as the reservationist for the Zoo wide event calendar. Their goal is to ensure that both internal and external meeting needs are met, then communicated to the appropriate parties. Additionally – they function as the Booking Agent responsible for the Nashville Zoo’s Birthday Party Program and assist the events team in the execution of the public event calendar.

 

• Basic Function and Responsibilities:

  • Inputs, maintains and communicates the needs of the Zoo reservation calendar
  • Maintains a prompt and professional flow of communication between the events team and both internal and external clients
  • Serves as the Birthday Party Booking Agent by professionally contracting and relaying client needs
  • To include: prompt client communication, upselling tactics, contracting, and scheduling of inclusions
  • Communicates birthday party needs and client information to Party Hosts for event execution and executes birthday party programming when necessary
  • Serves as the primary for training and staffing of additional Party Hosts
  • Coordinates internal Zoo meetings and events to include tasks such as resource allocation of equipment and diagram creation
  • Maintains and communicates monthly departmental calendars, task lists, and meeting agendas
  • Inventories and organizes “in office” event materials including birthday party program materials, Zoo linens, and general event materials
  • Data input and processing of financial, ticketing, and contract paperwork
  • General office oversight including recording meeting notes, copying & filing, office supply orders, processing financial transactions, funneling inquiries from Zoo staff/general public to the appropriate Event Staff, and overall cleanliness/organization of the Events Office and storage.
  • Entry level event duties such as: booking and scheduling of musicians, activation of enrichment activities, supervision of sponsorship days, etc.
  • Provides the event team assistance with brainstorming, research and development, program description, and content creation
  • Provides day-of event execution assistance for public or private event programming when needed
  • Other duties as assigned.

 

Work Requirements and Qualifications:

1. Education
   1. High School graduate.
   2. Bachelor degree desired.
   3. 1+ years customer service or event experience. Internships accepted as experience.
2. Knowledge, Skills, and Characteristics
   1. Ability to work without direct supervision.
   2. Must be energetic, result and detail oriented, with strong organizational skills
   3. Excellent interpersonal skills with clients, guests and staff
   4. Must represent the Zoo in positive manner at all times
   5. Able to take full initiative in starting and completing tasks
   6. Must be proficient in Excel and Word
   7. Accurate and efficient, time management skills.
   8. Able and willing to work a non-standard work week, including nights and weekends and a flexible schedule.
   9. Excellent written and oral communication skills.
   10. Must possess a valid driver’s license.
3. Physical Requirements
   1. Ability to work outside in a variety of conditions, as needed.
   2. Ability to climb stairs and ladders.
   3. Ability to lift materials up to 50 pounds.
   4. Ability to bend and kneel.
   5. Ability to stand for up to 10 hours per day
   6. Ability to operate golf cart or rtv vehicle

 

Uniform Requirements:

Primarily business casual with Zoo logoed shirt provided for public and private event days as needed.

 

Physical Responsibilities:

• This is an outdoor position; applicants will work outside year-round in inclement weather conditions such as extreme high/low temperatures, snow and rain conditions. 
• Stand, sit, or walk for an extended period of time or for an entire work shift. Applicants are required to have the ability to bend, stoop and extend oneself etc., as required for performing assigned tasks. 
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 50 pounds without assistance
• Ability to operate golf cart or RTV vehicle.
• Business attire is generally business casual; Nashville Zoo polo is provided to wear for events. 

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. 

 

Benefits:

Nashville Zoo offers a comprehensive benefits package to full-time employees, including medical, dental, and vision coverage, Employee Assistance Programs, a 401(k) plan with company match, paid time off, sick leave, long-term disability coverage, park discounts, and membership benefits.

 

Pre-employment requirements:

 

Nashville Zoo is an Equal Employment Opportunity (EEO) employer and maintains a drug-free work environment. All employment is at-will.

• All candidates are required to successfully complete a criminal background check and drug screening prior to hire.
• Pre-employment and annual tuberculosis (TB) screenings are a condition of continued employment.