Reports to: Director of Guest Operations & Events

Department: Events

Status: Exempt, Full-time

Date: December, 2024

Interested applicants should send their cover letter, resume, and application to Victoria Grace, [email protected]. 

DESCRIPTION:

The National Aviary is home to one of Pittsburgh’s best events venues! Our Events team is dedicated to providing high-quality events working mainly in our newest event space, The Garden Room, which opened in 2020. As an Events Coordinator, you can learn how to create unique events in a nonprofit environment.

The Event Coordinator will have the opportunity to work on events ranging from weddings and showers, to bar and bat mitzvah celebrations, and corporate occasions. You’ll be a part of a dedicated team that provides our guests with a stress-free event. As an Event Coordinator, you will bring the guest’s vision to life while supporting the National Aviary’s work to save birds and protect their habitats.

We support new team members with customized job training. The average day will consist of supervising all aspects of hosting on-site internal and external private and special events. This includes site tours, creation of seating charts, coordination and communication with our Food & Beverage supplier and other vendors, and assisting the Director of Guest Operations & Events as needed.  We invite you to join an innovative team using your event planning experience.

VALUES:

Share in our mission to inspire respect for nature through an appreciation of birds. The National Aviary values compassionate care for all birds as individuals. When you are part of the National Aviary team, you will be immersed in a work culture of collaboration, inclusivity, respect, and continual growth.

LOCATION:

Located in Pittsburgh’s historic Northside neighborhood, the National Aviary offers a one-of-a-kind workplace with a few feathered friends! This fact-paced environment ensures that your work day will never be the same.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Acts as night of coordinator supervising events including weddings, corporate events, and private parties occurring on weekends, evenings, and some holidays.
• Supervises all aspects of hosting on-site private and special events including, but not limited to: providing event layouts to National Aviary Staff prior to the event and overseeing set-up on day of; coordinating vendors & deliveries (floral, décor, other) and valet parking if appropriate; servicing clients’ and guests’ needs throughout their events; supervising staff on site during event to ensure customer service, safety, and cleanliness standards are consistently upheld.
• Coordinates and communicates with Food & Beverage provider
• Assists with set up and teardown, if necessary.
• Provides support and acts as back up to Events Coordinators and Director of Guest Operations and Events
• Closes and secures building at the event’s conclusion.
• Coordinates and maintains all documents related to special events including but not limited to, contracts and insurance documents with third parties and after event reporting.
• Maintains accurate records related to facility rentals and special events.
• Accurately and efficiently produces seating charts for events using Prismm software.
• Communicates with clients and internal stakeholders regarding seating charts in a timely fashion.
• Handles inquiries regarding facility rentals by answering phone calls, immediately returning voicemails, emails and web based inquiries; inquiries including pricing, available space, date availability, bird encounters, catering, etc..
• Meets with potential clients and conducts facility tours highlighting the National Aviary’s unique attributes as a private event venue.
• Performs general daily administrative duties and assists with other departmental requests.
• Assists in maintaining budget for facility rental expenses and for meeting department revenue goals.
• Serves as a Responsible Party; adheres to all National Aviary policies and protocols.
• Communicates with Incident Commander when necessary.
• Interacts with visitors utilizing National Aviary Visitor Engagement protocol.

Reasonable Accommodations may be made to enable individuals with disabilities to perform the essential functions.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for their job. Duties, responsibilities, and activities may change at any time with or without notice.

SUPERVISORY RESPONSIBILITIES:

• While leading an event, the Events Coordinator supervises all event staff from setup to teardown including buildings & grounds, animal programs, security, etc.

SKILLS AND QUALIFICATIONS:

• Excellent written and oral communication skills, telephone skills, organization, and interpersonal skills
• Demonstrated skills in event coordination including event execution, vendor relations and emergency response management when applicable,
• Demonstrated skills in sales, as well as managing the sales process
• Ability to notice sales trends, analyze information, and make strategic marketing recommendations
• Ability to exercise sound judgment in various situations.
• Ability to maintain a calm and courteous demeanor under pressure
• Must be able to clearly convey information and respond to questions with professionalism and poise
• Ability to interact with visitors and colleagues in a highly professional, respectful and responsive manner
• Strong administrative skills including filing with accuracy, both electronic and paper files; and working knowledge of Microsoft Office Suite (Word, Excel, Outlook, Powerpoint)

EDUCATION AND/OR EXPERIENCE:

• A combination of education and experience will be considered

OTHER REQUIREMENTS:

• Satisfactory Pennsylvania State Police Criminal Record Check and Child Abuse History Certification
• Satisfactory FBI Criminal Record Check
• Valid Driver’s License and ability to pass Department of Motor Vehicles check

PHYSICAL DEMANDS:

While performing the duties of this job, the employee constantly moves around the facility, including under and around equipment and furniture. The employee occasionally moves objects weighing up to 50 pounds.

WORK ENVIRONMENT:

Work environments will include chilled or humid environments, public areas where the noise level may be loud, outdoors where work may need to be done in inclement weather conditions, including extremes of temperature and precipitation, and climate-controlled office spaces.

POSITION TYPE/ EXPECTED HOURS OF WORK:

This is a full-time position. Candidate must be available to work a typical event management schedule on a weekly basis, including evenings and weekends.

Reports to: Director of Guest Operations & Events

Department: Events

Status: Exempt, Full-time

Date: December, 2024

Interested applicants should send their cover letter, resume, and application to Victoria Grace, [email protected]. 

SUMMARY/OBJECTIVE:

The National Aviary is seeking a dynamic and experienced events management professional to take its existing facility rentals program to new heights. With the recent completion of “The Garden Room,” a dazzling new four seasons event space, the Events Manager will work closely with National Aviary leadership to build an invigorated, revenue-driving year-round facility rentals program. The Events Manager works closely with members of the Events department to ensure smooth and consistent customer service and with other teams throughout the organization to develop and execute effective and timely strategies to boost special events at the National Aviary.

The main responsibility of the Events Manager is to manage the facility rentals department, including supervision of the Events Coordinators. This position is responsible for meeting facility rental sales goals. The Events Manager coordinates in-house catering, maintains the relationship with the caterer with oversight from Director of Guest Operations & Events, develops facility rental process and systems, and interfaces with clients as needed. This position has oversight of the National Aviary’s footprint on the Pittsburgh event rentals market. The Events Manager also manages logistics for National Aviary fundraisers.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manages the Facility Rentals Department using sound business strategy, continually evaluating and improving strategies, goals, and results.
• Maintains a clear understanding of the National Aviary’s product positioning in the Pittsburgh events market
• Develops strategies around all facility rentals opportunities, including:
  • Managing and developing pricing structure and sales materials.
  • Collaborating with the Marketing Department to determine media outlets to focus Events portion of marketing budget
  • Facilitating regular targeted messages or other strategies that effectively garner business on an ongoing basis.
  • Developing and continually refining key sales messages and positioning.
  • Monitoring “review” web sites (the Knot, Wedding Wire, etc.) and using information to make improvements as well as share positive feedback.
  • Ensuring 24/7 coverage for inquiries and ensuring responses are made within 24 hours.
• Plans all logistical needs for high profile National Aviary events such as Night in the Tropics and spring and fall mini-fundraisers, including vendors, rentals, layout, décor, staffing, entertainment, and other needs within the designated budget.
• Manages all logistics for late night events (i.e. Holiday Lights and Late Nights) and high visibility events such as ribbon cutting ceremonies, VIP event rentals, donor events, and other similar events.
• Manages departmental requests for internal events and high profile meetings, including overseeing scheduling, set-up, fulfilling in-house catering needs, and ensuring consistent quality.

• Maintains Events Department staff by recruiting, selecting, orienting, and training employees.
• Accomplishes departmental goals by communicating job expectations; planning, monitoring, and appraising job performance; and coaching, counseling, and disciplining employees. Carries out supervisory responsibilities in accordance with the National Aviary’s policies and applicable laws.

• Breaks down overall sales goal into realistic weekly, monthly, and quarterly goals based on historical facility rental trends and sales strategy.
• Streamlines processes with clients, including callbacks, in-person meetings, coordination with internal caterer, contract finalization, and feedback.
• Assists in managing relationship with contracted internal caterer, streamlines catering processes, and meets with them regularly to ensure excellent response time, satisfaction with clients, and coordination and execution of sales strategies.
• Meets with potential clients, conducts site visits, and supervises events for high profile contacts/events or when other events staff is not available.
• Attends tradeshows and networking events as appropriate to boost business.
• Completes general daily administrative duties as necessary.
• Ensures all clients have a positive experience through cultivation, follow-up, and overall professionalism.
• Develops and upholds organizational policies and practices to minimize organizational risk before, during and after events.
• Works closely with Buildings and Grounds Department to meet the needs of our clients and of the organization.
• Obtains necessary contracts and insurance documents with third parties.
• Available to events staff to help troubleshoot emergency event needs.
• Serves as a Responsible Party; adheres to all National Aviary policies and protocols.
• Interacts with visitors utilizing National Aviary Visitor Engagement protocol.

Reasonable Accommodations may be made to enable individuals with disabilities to perform the essential functions.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for their job. Duties, responsibilities, and activities may change at any time with or without notice.

SUPERVISORY RESPONSIBILITIES:

• The Events Manager supervises the Events Department staff.
• While leading an event, the Events Manager supervises all event staff from setup to teardown including Buildings & Grounds, Animal Programs, security, etc.

SKILLS AND QUALIFICATIONS:

• Excellent written and oral communication skills, telephone skills, organization, and interpersonal skills
• Demonstrated skills in sales as well as managing the sales process
• Ability to assess and prioritize multiple tasks and demands while meeting deadlines
• Ability to exercise sound judgment in various situations
• Ability to maintain a calm and courteous demeanor under pressure
• Ability to manage, train, coach, and motivate employees
• Ability to interact and communicate with a variety of audiences in a professional, clear, and engaging manner to ensure organizational needs and event needs are met
• Proficient with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Strong leadership, team management and project management skills with experience in managing simultaneous projects in a fast-paced environment

EDUCATION AND/OR EXPERIENCE:

• Bachelor’s Degree in related field
• Five years related experience
• Supervisory experience preferred
• Equivalent combination of education and experience will be considered

OTHER REQUIREMENTS:

• Satisfactory Pennsylvania State Police Criminal Record Check and Child Abuse History Certification
• Satisfactory FBI Criminal Record Check
• Valid Driver’s License and ability to pass Department of Motor Vehicles check

PHYSICAL DEMANDS:

While performing the duties of this job, the employee constantly moves around the facility, including under and around equipment and furniture. The employee occasionally moves objects weighing up to 50 pounds.

WORK ENVIRONMENT:

Work environments will include chilled or humid environments, public areas where the noise level may be loud, outdoors where work may need to be done in inclement weather conditions, including extremes of temperature and precipitation, and climate-controlled office spaces.

POSITION TYPE/ EXPECTED HOURS OF WORK:

This is a full-time position. Candidate must be available to work a typical event management schedule on a weekly basis, including evenings and weekends.   

Reports to: Assistant Manager of Retail Services

Department: Guest Operations

Status: Non-exempt, Full-time

Date: July, 2024

Interested applicants should send their resume and application to Cindy Fisher; [email protected]. 

SUMMARY/OBJECTIVE:

The Guest Operations Associate Is an important role in the Guest Operations Department. They assist with all front-of-house operations, which includes the Retail Shop and Admissions. This position is responsible for promoting walk-in Membership sales and the sales of in-house Animal Encounters and programs, providing excellent customer service, maintaining accurate admissions and retail records, and safeguarding cash.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Hospitality and Guest Experience

• Greets guests and completes the check-in process by following established protocols focusing on excellent customer service.
• Enhances guest experience by promoting and selling memberships, brunch, all classes and education programs.
• Interacts with guests, asking if they are enjoying their visit, need any help finding a habitat, or have any questions in order to ensure a superior customer experience.  Contacts appropriate department personnel, as needed, to properly respond to a guest.

• Utilizes the Point-of-Sale system efficiently for admission, merchandising, and scheduling. Accurately enters purchase orders following all protocols and policies.
• Maintains the cleanliness of all front-of-house operations.
• Assists in outside telephone call coordination, answering general guest questions and directing calls to appropriate individuals.
• Periodically serves as Shift Leader to maintain orderliness of educational areas, assist guests with wayfinding, respond to guest phone and email inquiries, and maintain gift shop merchandise so all products are stocked and neat.
• Stays up to date with the National Aviary messaging and is equipped to share interesting facts about our birds, changes, and updates with guests.
• Adheres to all National Aviary protocols and procedures.
• Interacts with visitors utilizing National Aviary Visitor Engagement protocol.

Membership and Program Promotion

• Greets guests and completes the check-in process. Promotes and sells Memberships, Encounters, and add-on programs.
• Utilizes the Point-of-Sale system efficiently for Membership processing, admissions and timed entry, merchandising, and scheduling.

Reasonable Accommodations may be made to enable individuals with disabilities to perform the essential functions. 

OTHER DUTIES:  

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for their job. Duties, responsibilities, and activities may change at any time with or without notice. 

SUPERVISORY RESPONSIBILITIES:  

• The Guest Operation Associate has no supervisory responsibilities.

SKILLS AND QUALIFICATIONS:  

• Must be highly professional, respectful, and responsive when interacting with guests and colleagues.
• Well organized, with the ability to assess and prioritize multiple tasks and demands.
• Proficient in both written and oral communication skills, positive and professional appearance, and proficiency in public speaking.
• Must be able to clearly convey information and respond to questions in a professional manner 
• Reliable and punctual
• Positive and professional appearance
• Ability to plan, organize and prioritize work.
• Ability to record detailed and accurate information necessary when booking events
• Must be able to operate the phone system and Point of Sale system

EDUCATION AND/OR EXPERIENCE:  

• High school diploma or GED required
• Experience with Point-of-Sale system preferred.

OTHER REQUIREMENTS:  

• Satisfactory Pennsylvania State Police Criminal Record Check and Child Abuse History Certification
• Satisfactory FBI Criminal Record Check 

PHYSICAL DEMANDS:  

While performing the duties of this job, the employee constantly operates a computer and phone and regularly moves about the office to access fixtures, file cabinets, office equipment, etc. The employee occasionally will use a stepladder and other tools to access merchandise. The employee occasionally lifts boxes up to 25 pounds across the facility.  

WORK ENVIRONMENT:  

Work environments will include climate-controlled office spaces, public areas where the noise level may be loud, and occasionally outdoors where work may need to be done in inclement weather conditions, including extremes of temperature and precipitation.  

POSITION TYPE/ EXPECTED HOURS OF WORK:  

The candidate must have a flexible schedule and be able to work on weekdays, weekends, holidays, and occasionally in the evening as job duties demand.  

Reports to: Curator of Education

Department: Education

Status: Non-exempt, Full-time

Date: November, 2024

Interested applicants should send their resume, cover letter, and application to Katie Manion; [email protected]. 

SUMMARY/OBJECTIVE:

The Sales Specialist works closely with the Group Sales Coordinator and Curator of Education to ensure an efficient process for increasing the number of and scheduling group visits, outreach programs, education programs, and encounters. The Sales Specialist serves as the primary manager of the National Aviary’s point of sale (POS) and eCommerce systems, including the website POS areas. The Sales Specialist supports all Aviary departments with POS service including website ticket creation and reporting. This position creatively and collaboratively develops new approaches to sales operations and is responsible for maintaining the highest possible level of customer service, ensuring that visitors and program participants feel valued and have the opportunity to enhance their National Aviary experience from the moment they walk in to the moment they leave.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Supports Education and Animal Programs departments in meeting or exceeding earned revenue goals for the organization in group sales, education bookings, encounters, and other program bookings.
• Serves as the primary operator for the Aviary’s point of sale and eCommerce systems, including program and event scheduling and data management. Supports all Aviary departments with POS services as needed including ticket creation on the website and reporting.
• Continuously analyzes and optimizes the National Aviary’s use of its POS and eCommerce systems to create seamless onsite and virtual purchasing opportunities for customers and clear reporting and data for National Aviary staff.
• Works with the Marketing team to ensure branding, style, and content consistency on the POS pages that are consistent with website pages from which the POS buttons are linked.
• Ensures efficiencies in all bookings processes, implementing technology and other initiatives to streamline operations.
• Works with Wild Republic, the Aviary’s POS provider, to ensure accuracy and operational efficiency of POS areas on the website. This includes testing and working to resolve issues.
• Works directly with the Curator of Education and the Director of Animal Programs & Experiences to implement strategies to increase general visitation, school programs (including CyBIRD virtual learning), onsite and offsite public programs, and group programs.
• Works with Sales Coordinator to explore ways to grow revenue from group visits and school programs including on-site, offsite and virtual.
• Works with Group Sales Coordinator to monitor group sales and program revenue reports and makes operational recommendations to grow revenues.
• Responsible for implementing and maintaining high standards of customer service through friendly and efficient customer communication
• Maintains accurate records for group and program revenue, attendance, demographics, and other metrics through the Aviary’s POS and other data tracking systems. Provides regularly scheduled and ad hoc reports.
• Enters new events and program tickets into POS and online eCommerce systems.
• Provides critical support of the group visit and program scheduling process, including working with the Education team to provide important information to customers, making recommendations to customers based on education program availability and priority registration timelines, responding to inquiries, scheduling, confirmation, and invoicing.
• Works with the Philanthropy team to provide needed metrics for grant-funded programs.
• Supports program evaluation through post-experience follow-up communication.
• Supports a positive, energetic, enthusiastic, entrepreneurial spirit within the department.

Reasonable Accommodations may be made to enable individuals with disabilities to perform the essential functions.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for their job. Duties, responsibilities, and activities may change at any time with or without notice.

SUPERVISORY RESPONSIBILITIES:

• This position has no supervisory responsibilities.

SKILLS AND QUALIFICATIONS:

• Proficiency in Microsoft Office, especially Excel, database management, and POS applications
• Excellent skills in customer service and problem solving
• Demonstrated ability to achieve revenue goals
• Highly detail-oriented and self-motivated with strong work ethic; accustomed to working in a team environment
• Excellent written, oral, and interpersonal communication skills
• Ability to assess and prioritize multiple tasks and demands
• Ability to interact with visitors and colleagues in a highly professional, respectful and responsive manner
• Initiative, results oriented, goal oriented

EDUCATION AND/OR EXPERIENCE:

• Undergraduate Degree in Communications, Business, Education, or related fields or equivalent professional experience related to this job.
• Minimum of 2 years experience in customer relationship management systems and processes

OTHER REQUIREMENTS:

• Satisfactory Pennsylvania State Police Criminal Record Check and Child Abuse History Certification
• Satisfactory FBI Criminal Record Check
• Valid Driver’s License and ability to pass Department of Motor Vehicles check

PHYSICAL DEMANDS:

While performing the duties of this job, the employee constantly operates a computer and telephone and occasionally moves about the office to access file cabinets, office equipment, etc.

WORK ENVIRONMENT:

Work environments will include climate-controlled office spaces and public areas where the noise level may be loud.

POSITION TYPE/ EXPECTED HOURS OF WORK.

This is a full-time position.  The candidate must be able to work on weekdays, weekends, holidays and in the evening as job duties demand.