Manager of Entertainment Productions (Full-Time) Job at ZooTampa at Lowry Park
Position Summary
The
Manager of Entertainment Productions at ZooTampa Plans, implements, and manages all Zoo consumer and private events.
Who We Are
ZooTampa at Lowry Park is one of the most popular zoos in the southeastern U.S., with over 1 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.
- Plans, implements, and manages all special private 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 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).
- Schedules pre-event meetings.
- Ensures all BEOs reflect the client needs/wishes and works in conjunction with Spectra to ensure all client demands are met.
- Coordinate staff requests from other departments.
- Checks in with all department heads to gain new information regarding events and assuage concerns.
- Ensures adequate inventories of event supplies.
- Schedules and attends weekly meetings with department Director. Reschedules meetings if conflicts occur.
- Responsible for information flow and department coordination in execution of assigned events.
- Manages internal and external event planning.
- Develops private event budgets 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 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 private events.
- Ensures event follow-up including wrap up, thank-yous, receipts, tax requirements, and invoices.
- Handles any and all problems during events, solving them quickly and accurately.
- Distributes event collateral to vendors/in-kind donor locations in the community and distributes prizes for any raffle/ auction features of events.
- Handles wide variety of complex and confidential situations and resolves conflicts involving events of the Zoo.
- Monitors all event purchases and ensures accurate and thorough completion of paperwork and documentation.
- Other duties as assigned.
- Assists with hands-on support of all Zoo private events including setup, décor, and breakdown. Assures quality control of all aspects of events.
- 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 private events.
- Interacts with and coordinates all Zoo Departments in developing timelines, operating guidelines, and plans in regards to private events.
- Generates regular reports tracking events and expenses within areas of responsibility.
- To ensure complete historical tracking, maintains thorough documentation regarding all Zoo private events.
- Other duties as assigned.
What are we looking for?
Qualifications and Experience:
- AA or Bachelor’s Degree in hospitality, communications, marketing, business, or related field preferred. Relevant job experience is considered as well
- Certificate for Meeting and Planning is preferred.
- 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 have the ability to follow specific instructions and also 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.
Our Perks at ZooTampa
- Medical, Dental, Vision, Pet, Life Insurance, 403(b) Pension Plan
- Vacation and sick time
- Employee Assistance Program
- Tuition Forgiveness
- Free gym membership
- Free admission to the Zoo, MOSI, and the Florida Aquarium
- Free or discounted admission to many attractions in Florida
- Discounted auto insurance
- And so much more!
Equal Opportunity Employer & Drug-Free Workplace
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