Jobs in America

Private Events Coordinator

Posted: January 17, 2024 Expired: February 14, 2024
Tulsa Zoo Management Inc
3 Year

Tulsa Zoo Management Inc

Private Events Coordinator

Tulsa Zoo Management, Inc.


Position Title: Private Events Coordinator

Reports To: Director of Private Events and Venues

FSLA Status: Salaried, Exempt/Non Exempt

(Exempt/Non Exempt status is determined by the minimum salary limit set by the FLSA)

Safety-Sensitive: Yes


Tulsa Zoo Management, Inc. (TZMI) is a 501(c)(3) nonprofit organization with the mission of “Connecting, Caring, Advocating for Wildlife, People, and Wild Places.” A dynamic group of passionate individuals brings the zoo to life each day, 365 days per year, caring for animals, greeting guests, educating the public and managing the facilities.  Each member of the team is integral to the success of the zoo as a key asset in the City of Tulsa and the Northeast Oklahoma region, delivering recreational opportunities, providing unplugged family time and conserving animal species for future generations.



Position Summary:

The Private Events Coordinator is responsible for growing the private events business at the Tulsa Zoo by marketing the zoo to potential groups, coordinating group reservations and logistics, and delivering the highest level of customer service to group visitors.  The Private Events Coordinator coordinates group ticket sales to any group over 25 guests, including bulk ticket sales and orders. This position also assists the Private Events Department in hosting events, working with clients and vendors, overseeing Birthday parties and catered events, ensuring the guests have the best experience possible.


Essential Duties and Responsibilities:

Other duties may be assigned in keeping with the mission of Tulsa Zoo Management, Inc. (TZMI)

  • Responsible for implementing the private events sales and marketing plan as directed by the Director of Private Events and Venues.
  • Acts as initial contact person/sales person for individuals and groups interested in purchasing advanced tickets and/or attending the zoo as a group, including private individuals, corporations and churches.  Responds to inquiries via telephone and email in a timely and accurate manner.
  • Responsible for group sales paperwork, including reservation packets and invoices.  Keeps records and follows up with clients regarding outstanding invoices.
  • Handles all portions of birthday parties, including reservations, contacts, organization of logistics and communication internally and with the client.
  • Responsible for all areas of group and birthday party finances including processing payments, coding relevant invoices and compiling monthly reports for the Director of Private Events and Venues.
  • Assists the department in making cold calls and soliciting business to promote the zoo to corporations and educational facilities according to promotional plans designed by the Director of Private Events and Venues.
  • Processes advanced ticket orders, including tracking and reporting.
  • Assists with logistics for all group zoo visits and private events.  Works with all internal and external groups to meet the needs of clients, including Admissions, contracted concession, retail, and catering concessionaire, Attractions, Environmental Services, Maintenance, Security, and third party vendors and entertainers. 
  • Provides on-site support to corporate and social events such as conferences, weddings, birthdays, proms, picnics, and business meetings, quickly and efficiently resolving guest issues with minimal supervision. Assists with logistics and on-site support for ticketed zoo events hosted by the Private Events department.


Supervisory Responsibilities:                                        

This position currently has no supervisory responsibilities but must oversee volunteers on occasion.



To perform the job successfully, an individual should demonstrate the following competencies as they relate to TZMI core values:

  • We are enthusiastically committed to be part of the Tulsa Zoo community.
  • We will all work together as one Zoo Team to support the Zoo’s mission.
  • We will value and appreciate everyone and create a safe, understanding, and welcoming environment for all.
  • We will all be accountable for achieving excellence.
  • We will earn the trust of one another, acting honestly and treating each other with respect.



To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Education and/or Experience

Associates in Business Administration and 1-3 years experience in hospitality industry; or equivalent combination of education and experience.


Language Skills                                                    

Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers, employees of TZMI and the general public.


Mathematical Skills

Ability to calculate figures and amounts such as discounts, proportions and percentages. Ability to apply basic concepts of algebra and geometry. Ability to apply concepts such as fractions, percentages, ratios and decimals to practical situations.


Computer Skills

Microsoft Word; Microsoft Excel; Microsoft PowerPoint; Altru or equivalent ticketing system a plus; Internet Browser(s)- Explorer, Chrome, Safari, etc.


Other Skills, Abilities or Qualifications   

Ability to work a flexible schedule including evenings, weekends and holidays as required.       


Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


This position involves substantial standing; substantial walking; moderate sitting; moderate reaching with hands and arms; minimal stooping, kneeling, crouching or crawling; substantial talking or hearing; events are fast-paced and require moderate quick movement; moderate lifting up to 60 pounds.


Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


This work environment involves substantial work in outdoor weather conditions; substantial work with loud noise level.

How to Apply

To apply for this position, please use this link.

Tulsa Zoo Management Inc
Tulsa, OK 74115
Phone: 918-669-6601
Fax: 918-524-9631

Useful link(s) for this job

  • click apply button below
This job was expired