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Event Operation Support

Philadelphia Zoo

Philadelphia, PA

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JOB DETAILS
SKILLS
Administrative Skills, Alliance/Partner Management, Billing, Calendar Management, Communication Skills, Cross-Functional, Customer Support/Service, Detail Oriented, Event Management, Insurance, Internet Application, Internet Technology, Interpersonal Skills, Inventory Management, Lift/Move 40 Pounds, Logistics, Material Moving, Materials Management, Microsoft Office, Multitasking, Operational Support, Organizational Skills, People Management, Team Player, Vendor/Supplier Management, Vendor/Supplier Selection
LOCATION
Philadelphia, PA
POSTED
Today
General Description

The Event Operations Support position assists with the planning, coordination, and execution of a wide range of internal and external events. This role is responsible for supporting the operational behind-the-scenes details including vendor management, transportation of materials, venue layouts and on-site setup/teardown of events to engage guest experiences aligned with the Zoo's mission.

Essential Job Functions

Reasonable Accommodations Statement: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act.
  • Coordinate event supplies, materials, and signage preparation
  • Manage inventory and track upcoming event needs across departments
  • Support general office administration
  • Support planning and execution of internal/external events such as festivals
  • Fill in for event supervisory duties as needed
  • Work with Garden Services team to ensure accurate event setup and room flips between events
  • Assist with site visits, vendor communications, and day-of logistics to ensure smooth event delivery
  • Collaborate cross-functionally with internal teams and external partners to meet event goals
  • Gathering quotes and selecting vendors for projects
  • Obtaining necessary insurance requirements from vendors
  • Facilitating site visits between clients and vendors
  • Creating and executing load-in/out schedules
  • Managing vendor invoice processing
  • Communicating vendor needs with other Zoo Departments to ensure efficiency
  • Manage vendor and partner contact lists
Qualifications
  • 1-3 years of professional experience in event planning, hospitality, or customer service.
  • Possess a cheerful disposition and strong customer service mindset with a positive, professional demeanor.
  • Ability to communicate clearly with guests, team members, and internal/external partners.
  • Comfortable using basic technology and web-based applications.
  • Availability to work flexible hours, including evenings, weekends, and holidays as needed.
Knowledge, Skills and Ability Requirements
  • Operate both independently and as part of a team, receiving and delegating responsibilities.
  • Strong organizational skills with attention to detail; able to manage multiple priorities in a fast-paced environment.
  • Excellent interpersonal skills with the ability to build effective working relationships across multiple departments and peers.
  • Flexible, dependable, and able to adapt to changing event needs.
  • Proficiency in Microsoft Office and calendar management systems.


Working Conditions, Physical, Medical & Additional Requirements
  • Successful completion of a post-offer medical screening, TB and drug test prior to starting.
  • No allergies related to plants or animals, which would interfere with the ability to work.
  • Ability to stand and maintain alertness for long periods of time.
  • Ability to lift and carry 40 pounds a distance of 25 feet.
  • No impairments of sight, smell, hearing, touch, balance, or agility of movement (which cannot be corrected with appropriate devices) that would interfere with ability to work.
  • Ability to perform physical work outdoors in all weather conditions.
  • Ability to make frequent rounds of all event areas on foot, as well as able to access staff work areas, concessions, and visitor areas across a 42-acre property and remote parking areas.
  • This role operates in both office and outdoor event settings and requires occasional physical activity related to event setup and execution.


EEO Statement: The Philadelphia Zoo is an equal opportunity employer. Qualified applicants will be considered without regard to protected characteristics like race, color, religion, sex, national origin, disability, or veteran status.

About the Company

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Philadelphia Zoo

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