Event Production Coordinator

Job Posting

Event Production Coordinator

Department: Events / Concessions
Reports to: Senior Event Production Manager
Status: Full Time - Hourly/Non-Exempt

Position Overview:

Join our team as the Event Production Coordinator at the Seattle Aquarium where you will play a hands-on role in delivering exceptional events that inspire conservation of our marine environment. This dynamic position supports the planning coordination and execution of a diverse range of events - including fundraising and stewardship events experiential marketing internal events virtual broadcasts and evening rentals.

The Event Production Coordinator will work closely with the Senior Event Production Manager collaborating across teams including Philanthropy Membership Marketing Communications & Experience Conservation Engagement & Learning and Animal Care. A successful candidate is a natural problem solver detail-oriented and able to anticipate event operations to keep events on schedule while providing an outstanding experience.

Essential Functions:

Oversight and Collaboration

• Partner with the Senior Event Production Manager to support event development and review including brainstorming new features researching activations evaluating event performance and assisting with event fulfillment.
• Lead cross-departmental event committees and related groups supporting meeting logistics note-taking and implementation of action items.
• Oversee event production planning by aligning stakeholders and ensuring that production documents (briefs timelines run-of-shows and scripts) support a cohesive and successful event experience.
• Serve as the primary point of contact during events coordinating volunteers security maintenance and guest services to ensure smooth operations and a positive participant experience. Providing hands on support for set up and break down.
• Coordinate with talent speakers and external vendors to confirm requirements provide clear day-of schedules and ensure all parties needs are met.
• Support audio-visual needs by collaborating with the A/V team coordinating equipment setup and managing basic in-house A/V and rental equipment as required.

Administrative Support

• Maintain accurate event data within Momentus and other event systems supporting reporting tracking and documentation needs.
• Track and manage event communications collateral requests registrations RSVPs guest and vendor inquiries and planning meetings.
• Assist with procurement and purchasing as well as inventory tracking.

Mission Driven Leadership and Learning

• Regularly update knowledge of exhibits animals and any pertinent information to support guest experiences and maintain accurate event information.
• Seek opportunities to collaborate innovate and bring unique and culturally diverse perspectives to improve systems and practices with the team.
• Actively participate in advancing Diversity Equity Inclusion and Regenerative practices aligned with our S.A.L.I.S.H. Values ensuring these principles are woven into all interactions and event activities.
• Perform other duties as assigned consistent with the roles responsibilities and departmental needs.

Knowledge Skills and Abilities:

The skills and abilities listed below may be demonstrated through a combination of relevant cultural and community experiences jobs internships volunteer experience and/or formal or informal education. If you meet some of the requirements and you are passionate about our mission and our ocean we encourage you to apply and look forward to learning more about you.

• Minimum of three years experience in event planning coordination or production. Experience in diverse event environments and large-scale community-centered events is a plus.
• Strong project management organizational and prioritization skills.
• Excellent interpersonal oral and written communication skills with the ability to engage professionally one-on-one and in front of diverse groups including donors vendors volunteers and staff.
• Self-starter with the ability to work independently and collaboratively within a dynamic team.
• Proficiency in Microsoft Office Suite; experience with event management software (e.g. Momentus) preferred.
• Experience with audiovisual equipment live streaming and video production is a plus.
• Commitment to integrating the Aquariums values into all work creating an inclusive and equitable environment that delivers awe-inspiring guest experiences.

Working Conditions:

• Flexible hours required including evenings weekends holiday and the ability to work until 12am depending on event schedules.
• Most work is performed in a typical office setting with frequent interruptions.
• Constant movement throughout the Aquarium campus often in areas with moderate to loud noise levels and variable outdoor weather conditions.
• Ability to stand or sit for extended periods.
• Must be able to lift up to 30 pounds unassisted as well as bend reach crawl kneel push pull climb and walk in support of event preparation and execution.

Salary and benefits:

$29.50 - $30.50/hourDependent on experience. Full-time staff are eligible for the Seattle Aquariums comprehensive benefits package to include medical vision dental an employer-funded health reimbursement account medical and dependent care flexible spending accounts life insurance long-term disability 403b retirement fund with employer match access to a subsidized ORCA pass a Seattle Aquarium Family Plus membership and generous paid time off.