Detroit Zoological Society
  • Events
  • Royal Oak, MI, USA
  • Full-time

The Events Supervisor is responsible for supervising the development, planning and implementing of all Detroit Zoological Society special events and promotions with emphasis on maximizing revenue and attendance. The Events Supervisor will work as a team with the Events Manager, Events Coordinator, Sponsorship Manager, Sales and Marketing Coordinator, and the Marketing Director.

The Events Supervisor will support, both publicly and privately, the principles of the Detroit Zoological Society. He/She will support and enhance a clean, safe, enjoyable, and educational experience at the Detroit Zoo facilities by actively engaging in the enforcement of Customer Service Standards, and specifically by knowing and understanding the Detroit Zoological Society's "SCOPE" of service, animal care, community relations and park appearance guidelines; by enforcing safety and security policies, and following all other policies set by the organization. The Events Supervisor will maintain a professional manner when dealing with all constituencies and always preserve a high level of integrity, professionalism and confidentiality.

The Event Supervisor is responsible for 21 different events totaling 72 event days/nights. Regular weekday schedule will be adjusted accordingly during events.

This job description is by no means all inclusive and may be subject to change during a performance period due to the needs of the Detroit Zoological Society and its leadership. This document will be reviewed on a continual basis and will be modified as needed.

Authority and Accountability

The Events Supervisor has the authority to carry out the job requirements and responsibilities and is accountable to the Events Manager.

Principal Duties and Responsibilities

General Responsibilities

  • Develop new event ideas to increase revenue and attendance.
  • Assist with interviewing, hiring, and supervising seasonal employees, Zoo mascots, Zoo Crew, and Events Coordinator within the marketing department. Includes: scheduling, training, job assignments and managing during events.
  • Financial responsibilities including: reconciling P-Card each month, processing event invoices, creating purchase orders and creating service agreements for vendors.
  • Assist with developing and managing the budget for each event and update as money is spent.
  • Serve as a member of the Safety Committee.
  • Provide PR approved content to update the DZS website with accurate event details.
  • Assist Fundraising Events Manager with predetermined tasks for Sunset at the Zoo.
  • Assist with Volunteer Appreciation and Employee Picnic events as needed.
  • All other responsibilities and tasks as assigned by the Events Manager.

Pre-event

  • Develop event concepts/themes and write the event plans.  
  • Coordinate event elements (e.g. talent, activities, vendors, etc.).
  • Write service agreements for all vendors and submit check requests in a timely manner.
  • Execute on event timeline (including timing for promotional materials, dates logos need to be received from sponsors, dates event talent/activities to be confirmed, etc.).
  • Determine work order needs for Landscape, Maintenance, Electrical, Custodial, etc.
  • Partner with IT, Group Sales Manager, Guest Relations and Membership to put tickets on sale for events.
  • Create an event overview to be included in sponsorship proposal (Include past event attendance, brief event overview, event timeframe, etc.).
  • Determine volunteer needs and submit to Volunteer Services staff in a timely manner.
  • Partner with DZS departments and SSA to ensure open communication about events and inform of event logistics and details.
  • Oversee production of event and promotional materials (signage, banners, programs, etc.) including obtaining vendor bids, design of event programs and signage, ensuring all materials are completed in a timely manner.
  • Complete and distribute the event synopsis - 20-30 days prior to event. Complete work orders prior to sending event synopsis.
  • Assist with e-blast campaign schedules; develop content/messaging and determine audience for list building.
  • Assist with all aspects of event set up.

Event

  • Serve as the point of contact during events for any issues that arise.
  • Maintain constant communication with the Events Manager and Events Coordinator during event day on tasks that are being completed.
  • Coordinate arrival of vendors and entertainers for the event.
  • Direct event staff and volunteers and answer questions as they arise.
  • Greet vendors on event day and offer any needed golf cart transportation and answer questions.
  • Troubleshoot event challenges.

Post-event

  • Conduct wrap meetings with appropriate staff to evaluate event successes.  
  • Create event analysis report with conclusions and recommendations.
  • Work with the Sales and Marketing Coordinator on event wrap reports for sponsors. (Ensure that the database reflects all sponsorship activity and updates)
  • Update budget with attendance numbers and final revenue figures.

Working Conditions

The regular work schedule includes days, evenings and weekends. The work environment is generally comfortable and work will be done both indoors and outdoors (in all elements). The individual will be exposed to computer monitors, the output from air conditioning and heating systems and fluorescent lighting.

Physical Requirements

This position may require the individual to sit for long periods of time, attend long meetings and perform physical effort on a daily basis such as walking, bending, stooping, lifting and standing for an extended period of time. The Events Supervisor must be able to use the telephone and computer and must be able to lift and move up to 40 pounds on a continuous basis. The individual must have the ability to perform the essential functions of the job satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job.

Knowledge, Skills, and Abilities

Minimum

  •  Bachelor's Degree in marketing, non-profit management, public relations, communications or other related business majors.
  • Must work and communicate in a professional manner.
  • Three years of events experience.
  • Must have previous supervisor experience.
  • Excellent verbal, written, listening and public speaking skills.
  • Must be very organized with strong time management skills and must be detail oriented with the ability to manage multiple priorities concurrently.
  • Must be able to work nights and weekends, variable schedule(s) as necessary.
  • Must have knowledge of Microsoft Office, Word, Excel and Outlook.
  • Very good reasoning, decision making and problem solving skills as well as internal organization, persuasion and recruiting skills.
  • Must exhibit initiative and teamwork.
  • Valid driver's license required.
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