Event Planning Intern


DEPARTMENT: Event Support

REPORTS TO: Events and Group Sales Manager

PAY RATE: Unpaid, educational credit only

 

POSTING

Applications are now being accepted for Event Planning Intern in the Business Development/Event Support department at Woodland Park Zoo in Seattle. There are multiple part- to full-time, unpaid internships to be filled at this time.

 

SUMMARY

This is your opportunity join a dynamic special events team at Woodland Park Zoo.  Each summer, Woodland Park Zoo hosts upwards of 250 events, including weddings, corporate parties, fundraising auctions, Jungle Party and the ZooTunes concert series.  Earn college credit while learning the event process and providing hands-on event planning assistance.  This position provides general support to the Events and Group Sales department by performing the duties listed below.

 

Upon conclusion of 6-month internship, individual will receive a letter of recommendation and may participate in a 90 day review with supervisor.  In addition, the supervisor will certify time spent for credit towards college degrees and work experience.  Intern is encouraged to enter the internships with goals in mind and communicate those goals to staff members so they can assist with fulfillment of those goals. This is an unpaid position with no benefits offered. 

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Provides administrative event planning and production support for public and private zoo events (i.e. fundraisers, weddings, picnics etc.). 
  • Tracks event status and performs a variety of detail-oriented tasks to ensure event preparedness.
  • Works with a high level of service, communication, and teamwork.  This will include balancing multiple tasks and requests at one time.
  • Represents the Events and Sales department at private and public events as requested.
  • Acts as a liaison between client and Events and Sales department as needed, primarily via telephone and email.
  • Interacts with staff, volunteers, clients and zoo guests in a professional and ethical manner.
  • Performs general event-related administrative duties: compose correspondence, data entry, filing, working with database, Outlook, Word, Visio and Publisher. 
  • Occasionally requires weekends and evening hours.
  • Requires working independently and as part of a team.
  • Prepare all supplies and equipment needed for an event – scavenger hunts, merchandise bags, signage, crafts, maps for set-up and work orders.
  • Updates Intern Manual with current information pertaining to the intern’s function and duties.
  • Communicates event needs to outside vendors, including placing orders, coordinating arrivals and departures and submitting payment requests.
  • Provides information and assistance to clients in person and on the phone including, but not limited to, general zoo information, rental fees, venue information, regulations, animal program information, vendor information, directions and event timelines.
  • Works with Events and Sales staff to successfully plan all details of an event, start to finish.
  • Perform other duties as assigned.

 

QUALIFICATIONS

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.

  • The individual in this position must also be currently earning a degree in related field for which this position will offer educational credit.
  • Ability to work a flexible schedule including weekends, and some evenings and holidays.
  • Commitment to the mission of the zoo and the institution’s Core Values.

 

SCHEDULE

The expected schedule for this internship is Monday–Friday, 10-15 hours per week during April and May, and 25-30 hours per week from June-September. Some evenings and weekends may be required.

 

EDUCATION/EXPERIENCE

Currently earning a degree in related field; and three to six months related experience and/or training; or equivalent combination of education and experience. Applicant must have ongoing support from the scholastic institution issuing college credit.

 

CERTIFICATES AND LICENSES

Washington State Driver's License.

 

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.

 

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl; and talk or hear.  The employee must regularly lift and/or move up to 25 pounds and frequently lift and/or move up to 50 pounds.  Specific vision abilities required by this job include peripheral vision.  Must be able to comfortably maneuver on grounds at night and/or without much light.

 

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.

 

While performing the duties of this job, the employee may be exposed to outside weather conditions.  The employee is occasionally exposed to moving mechanical parts; high, precarious places; and risk of electrical shock.  The noise level in the work environment is usually moderate. The noise level can be loud to very loud during Concerts and Jungle Party season.

 

 

APPLICATION DIRECTIONS

Applications are ONLY accepted by emailing cover letter and resume to concerts@zoo.org. Cover letter and resume are REQUIRED when applying for this position. NO PHONE CALLS PLEASE.

 

APPLICATION DEADLINE:  March 14, 2013

 

Woodland Park Zoo is an equal opportunity/affirmative action employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, age, sex, religion, national origin, disability, veteran’s status, sexual orientation, or gender identity/expression.

Copyright ©2014 Woodland Park Zoo, All Rights Reserved