Event Coordinator

The Connecticut Zoological SocietyBridgeport, CT, US

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Job Description

Job Title : Event Coordinator (Special Events / Parties / Rentals)

Department : Events & Guest Services

Reports to : Director of Rentals and Events

Location : Connecticut's Beardsley Zoo, Bridgeport, CT

Employment Type : Full-Time / Non-Exempt

S chedule / Hours : [M-F 8-4 : 30, Nights and Weekends required based on event schedule)

Rate of Pay : Commensurate with experience

Position Summary

We are seeking a dynamic, organized, and enthusiastic Event Coordinator to manage our private events and birthday party operations. This role is responsible for booking and coordinating birthday parties and private rentals, supervising a team of 11 per diem event staff, and serving as the on-site lead for events-particularly during evenings and weekends. The ideal candidate is customer-focused, a strong communicator, and thrives in a fast-paced, team-oriented environment. The Event Coordinator supports the Director of Rentals and Events, with a primary focus on overseeing the Zoo's birthday party program. Responsibilities include marketing, booking, staffing, purchasing, vendor coordination, and reporting. This position also supports the promotion and coordination of Zoo facility rentals, scout overnights, and special events, providing both administrative support and on-site event coordination.

Essential Duties and Responsibilities

Serve as the main point of contact for birthday party inquiries managing the full booking process from inquiry to confirmation, proposals and contract execution.
Oversee all aspects of the birthday party program, including marketing, booking, staffing, supply purchasing, and vendor coordination
Troubleshoot and resolve any issues that arise for the birthday party program in a calm, professional manner and report concerns to the Director
Aid the birthday party program and staff by being on-call for weekends to address birthday party related concerns. (On-call hours are compensated in addition to the regular salary)
Maintain accurate financial records and track budgets related to birthday parties
Schedule and supervise a team of 11 per diem birthday party host staff
Coordinate and assist in the facilitation of the scout overnight program and facility rentals in collaboration with the Director of Rentals and Events
Act as the on-site event lead for all scheduled events, including evenings and weekends
Oversee event setup, execution and breakdown to ensure high- quality guest experiences
Support the promotion and management of the Zoo's rental and overnight programs
Collaborate with internal departments and external vendors to ensure seamless event delivery
Contribute to post-event evaluations and complete related administrative tasks
Support the Director of Rentals and Events in administrative tasks related to zoo safety practices
Work weekend and evening shifts as required
Maintain a safe and clean work environment by adhering to organizational policies and procedures
Perform other duties as assigned

Supervisory Responsibilities

The Event Coordinator directly supervises a team of approximately eleven (11) per diem staff and provides indirect supervision to internal staff from other departments who assist with events and report overtime.

Minimum Qualifications

Education, Certifications, and Licenses :

High school diploma or equivalent required

College degree in Hospitality, Tourism, Event Management or Communications preferred

Valid Driver's License

Experience, Knowledge, and Skills :

2-4 years of experience in event coordination, hospitality, or venue management

Prior experience managing event staff strongly preferred

Strong discretion and professionalism when handling confidential information

Ability to work evenings, weekends, and a flexible schedule as needed.

Strong problem-solving abilities and attention to detail.

Proficiency in Microsoft Office and / or event management software

Excellent verbal and written communication skills, with the ability to communicate diplomatically and effectively

Ability to multitask, prioritize, and work both independently and collaboratively

Strong attention to detail and ability to meet deadlines

Must be results oriented professional

Physical Demands

The physical demands described here represent those that must be met to successfully perform the essential functions of this position :

While performing the duties of this job, the employee is regularly required to use hands to handle or operate tools and objects, and to reach with hands and arms. The role involves frequent standing, walking, sitting, talking, and hearing, with occasional stooping, kneeling, or crouching. The employee must occasionally lift and / or move items weighing up to 50 pounds. Visual requirements include close and distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Working Conditions and Environment

Work is performed in both a traditional office setting and an outdoor zoo environment. This role requires sharing workspace and maintaining appropriate professional appearance. The employee will frequently interact with guests of all ages and group sizes.

As the Zoo operates year-round (362 days per year), availability to work evenings, weekends, holidays, and special events is required.

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Event Coordinator • Bridgeport, CT, US