What are the responsibilities and job description for the Event Manager position at Toledo Zoo?
Event Manager/Group Sales
8/5/24
Toledo Zoo and Aquarium
Enjoy. Inspire, Educate. Act. It’s not just a job, it’s a Mission!
The Toledo Zoo & Aquarium has been fulfilling its mission of ensuring endangered species are maintained, researched and protected for over 100 years. The Zoo also prides itself on providing excellent experiences to clients and guests through our Group Sales department. As a full-time Event Manger, you would make certain our guests at the Zoo have the best experience by managing events and assisting with event details. This includes providing coordination and detail meetings of group sales events and walk through of all rental facilities with potential and current clients before functions and the day of the event. Other duties include talking to internal and external clients via phone and email. This position will require a flexible schedule with night and weekends. This position reports to the Director of Group Sales
Not only do we foster an exciting work environment, we also offer great benefits such as:
- Medical, prescription, vision and dental plans
- Employer provided life insurance
- Retirement plan with employer match AND contribution
- Generous paid time off package
- Education Assistance
- Toledo Zoo Membership
Essential Job Functions
- Provide day-of facility coordination for the following group sales events – weddings, proms, private events, holiday parties, revenue generating events, etc.
- Conducts a sales walk through of all the rental facilities with potential clients and an event walk through with clients before functions.
- Conduct final detail meetings with wedding and event clients which will include final counts, food options, upselling extra activities or event upgrades such as face painting, animal demos, caricature artists, outside entertainment, and orders group event signage for event sites and arranges for any audio-visual needs at the event.
- Coordinates and plans catering events to include: assisting clients with site selections, menu selections, times and details of the event and bar service information. Also drafts contracts, calculates deposit amounts, records receiving deposits and communicates all information to the Catering and Production departments.
- Collaborate with Development on event needs, planning menus, set-up and execution as needed.
- Act as a liaison between the client and catering department staff.
- Operates Odoo and TPP computer programs for catered events.
- Work with and assist in managing facility coordinators when needed.
- Receives, reviews, prepares, and/or submits various reports and records including payments, forecasting various publications, purchase requests, ticket records, and general office correspondence.
- Utilizes various types of equipment and machinery including, computer, printer, copier, fax machine, calculator, audio visual equipment and general office supplies.
- Assist with concert bookings, ticket sales, working with TicketMaster and live nation on catering and end of night reporting.
ADDITIONAL JOB FUNCTIONS
- Respond to telephone calls: determine the needs of the caller, take qualifying event inquires by giving the customer initial information and then passing to the appropriate sales person
- Assists in maintaining the Zoo master calendar of events for all catered events, donor events, meetings, concerts, in-house and revenue generating events, also maintain group sales booking calendar for sales team
- Coordinate availability of all event spaces on Zoo grounds for internal client’s bookings and coordinate all hospitality needs
- Performs other related duties as requested.
Minimum Requirements
Bachelor's degree in marketing or related field and one to two years of experience in group sales and marketing or any equivalent combination of education and experience. Prefer previous supervisory experience.
This position is non-exempt under the Fair Labor Standards Act and requires forty hours per scheduled work week. Must have a valid driver’s license and be insurable by the Zoo fleet insurance carrier. The Toledo Zoo is a drug and alcohol free workplace and offers a competitive salary and benefits package.
The Toledo Zoo is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, religion, color, creed, genetic information, sex, age, national origin, disability, military status, sexual orientation, gender identity or expression, or any other characteristic protected by law.
