Special Events Coordinator, IS-0301-09

Smithsonian Institution•Washington, DC

44d•$70,623 - $91,815•Onsite

About The Position

The Smithsonian National Zoo and Conservation Biology Institute (NZCBI) seeks a dynamic and detail-oriented Special Events Coordinator to join our External Affairs team. This role is essential to the planning, coordination, and execution of advancement events, public programs, and rental activities that support the Zoo's mission and revenue-generating goals. You will be part of a collaborative, fast-paced Events team that produces signature event experiences, donor stewardship events, and community-facing programs. This is an opportunity to contribute to meaningful work in a world class institution while developing your skills in event operations, event, programming, stakeholder engagement, and program administration.

Requirements

Experience in event planning, public programs, or related fields.
Strong organizational, communication, and interpersonal skills.
Ability to manage multiple projects and stakeholders simultaneously.
Proficiency with Microsoft Office Suite.
Ability to work evenings and weekends as required by event schedules.
Valid driver's license and ability to safely operate a Smithsonian vehicle.

Nice To Haves

Experience working within the Smithsonian Institution or similar cultural institution.
Experience managing vendors, volunteers, or guest-facing operations.
Knowledge of event production, contracting, or procurement processes.

Responsibilities

Plans, coordinates, and executes public programs that align with NZCBI's mission and audience engagement goals.
Collaborates with internal partners, including Animal Care and Communication department.
Manages event logistics, vendor coordination, and operational requirements.
Collects and analyzes attendance and feedback data to inform program improvements.
Contributes to the development of new program concepts and seasonal offerings.
Facilitates the full lifecycle of facility rentals from inquiry to event closeout.
Serves as a point of contact for rental clients, providing venue information, policies, and requirements.
Conducts site visits, prepares cost estimates and event planning documents.
Coordinates with National Zoo Police, Facilities, and Park Operations to ensure compliance and seamless execution.
Develops detailed event timelines, run of show documents, and logistics plans.
Coordinates vendors, catering, transportation, and entertainment services.
Leads event walkthroughs and planning meetings with internal and external stakeholders.
Serves as on-site event coordinator, resolving routine and moderately complex issues.
Evaluates event execution and provides recommendations for operational improvements.
Maintains effective relationships with internal staff, external partners, vendors, and clients.
Coordinates with Smithsonian departments and NZCBI leadership on cross-unit initiatives.
Assists with VIP coordination, donor engagement, membership, and stewardship events.
Delivers responsive, professional customer service to all stakeholders.
Manages event records, procurement and financial documentation.
Prepares analytical reports on metrics i.e. attendance and identifies areas for programming improvement.
Assists with planning, forecasting, and development of administrative procedures.
Performs other duties as required.