Events Office Assistant Job at Nashville Zoo in Nashville

Overview

Position Title: Events Office Assistant

Department: Events

Supervisor: Director of Events

Position Status: Full-time, Non-Exempt

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 the Nashville Zoo, we believe in taking care of our team just 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.

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.
• Inputs data and processes financial, ticketing, and contract paperwork.
• Performs 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.
• Performs 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.
• Performs other duties as assigned.

Education/Experience

• High School graduate.
• Bachelor degree desired.
• 1+ years customer service or event experience. Internships accepted as experience.

Knowledge, Skills, and Characteristics

• Ability to work without direct supervision.
• Energetic, results- and detail oriented, with strong organizational skills.
• Excellent interpersonal skills with clients, guests and staff.
• Must represent the Zoo in positive manner at all times.
• Able to take full initiative in starting and completing tasks.
• Must be proficient in Excel and Word.
• Accurate and efficient, time management skills.
• Able and willing to work a non-standard work week, including nights and weekends and a flexible schedule.
• Excellent written and oral communication skills.
• Must possess a valid driver's license.

Physical Requirements

• Ability to work outside in a variety of conditions, as needed.
• Ability to climb stairs and ladders.
• Ability to lift materials up to 50 pounds.
• Ability to bend and kneel.
• Ability to stand for up to 10 hours per day.
• Ability to operate golf cart or RTV vehicle.
• Ability to self-direct work tasks while ensuring safety and productivity.

Work Schedule

• Flexibility: Position may require flexibility in working hours to accommodate special events or emergencies.

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.

Pay Range: 17.37—17.89 USD

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