private events & group sales Coordinator


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Position Title: Private Events & Group Sales Coordinator

Department: Marketing

Position Status: Full Time Hourly, Non-Exempt


The Private Events & Group Sales Coordinator will assist with the execution of all special event and sales tasks, including private rentals, event management, corporate and individual group sales, and various other public attendance projects.

essential job functions:

  • Provides outstanding service to private event, rental, and group sale clients through the entire booking and execution process, including initial sales meeting and presentation, assisting with agendas, coordination throughout the event, and successful follow-up.
  • Serves as coordinator and alternate day-of lead during private events; tasks include assisting Grounds and Catering with setup as described by Private Events & Group Sales Manager or client, serving as host to groups entering the Zoo, and preparing venues with decor, equipment, and vendor load-in assistance.
  • Provides venue tours and client information, maintains regular correspondence, and assists through event setup. Assists with itineraries at the Zoo and surrounding region when applicable.
  • Concludes events, helps with vendor and guest escorts, breakdown of rentals, and closing and locking of buildings.
  • Conducts administrative tasks such as bookings, contracts, payment processing, and record upkeep.
  • Creates departmental memos and floorplans, runs reports of the schedule of Zoo events, and distributes/presents plans to related Zoo departments weekly.
  • Coordinates all corporate and individual group sales, including bookings, material distribution, monitoring day-of event execution, and payment processing.
  • Follows up with guests and collects positive client reviews.
  • Updates online and social wedding publications regularly.
  • Assists with familiarization tours conducted by local convention and visitor bureaus.
  • Identifies income generating opportunities for department.
  • Recruits interest in events and sales by engaging in opportunities within wedding and tourism industry including pop-up, micro, off-season receptions and bridal shows. Attends networking meetings and conventions and stays abreast of wedding industry and corporate function trends.
  • Supports the Private Events & Group Sales Manager with assigned tasks, helps with Marketing community events, and performs other related duties as required.

Performance factors:

  • Attendance and Dependability: The employee can be depended on to report to work at the scheduled time. Employee can be depended upon to complete work in a timely, accurate and thorough manner and is conscientious about assignments.
  • Communication and Contact: The employee communicates effectively both verbally and in writing with superiors, colleagues, and individuals inside and outside the Zoological Society.
  • Relationships with Others: The employee works effectively and relates well with others including superiors, colleagues, and individuals inside and outside the Zoological Society. Exhibits a professional manner in dealing with others, and works to maintain constructive working relationships.
  • Provides excellent customer service in the areas of guest relations and park beautification:
    • Answers visitor inquiries or finds someone who can;
    • Is knowledgeable of location of exhibits, restrooms, concessions, rentals, etc.;
    • Disposes of litter and waste throughout the park and zoo facilities.


  • Bachelor’s degree and minimum of one year event experience preferred. Candidates should excel with event planning and execution, complete administrative and organizational tasks with fine attention to detail, and show commitment to guest satisfaction and overall excellence.

    Physical Requirements:

    • Manual dexterity to operate office machinery such as personal computer, telephone, fax machine, copier, calculator, etc.
    • Position is primarily sedentary, usually sitting for long periods of time in an office setting.
    • Must be able to work evenings, weekends, and holidays.
    • Position involves working in the park with exposure to all types of weather conditions.
    • Position assists with setting up and tearing down of chairs and tables.

    Submit resume, cover letter, and salary requirements:

    Zoological Society of Pittsburgh
    Human Resources Department
    One Wild Place
    Pittsburgh, PA 15206

    Or email