About Careertakes

👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, Non-profit zoological conservation organization.

Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.

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Position Overview

This Events Office Assistant position (Confidential Client) in Nashville, TN supports the Events Department by managing the reservation calendar, acting as the primary client contact for birthday party bookings, and providing administrative and day-of event support. This is a full-time, on-site role with a typical work week of Tuesday–Saturday; nights, Sundays, and occasional overtime may be required.

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What You’ll Do

• Serve as primary reservationist for the organization-wide event calendar: input, maintain, and communicate reservations.
• Act as the Birthday Party Booking Agent: handle client communication, contracting, scheduling, upsells, and follow-up.
• Coordinate internal meetings and events including equipment allocation and diagram creation.
• Maintain and distribute departmental calendars, task lists, and meeting agendas.
• Inventory and organize in-office event materials (party supplies, linens, general event inventory).
• Process data related to financials, ticketing, and contracts; handle basic office financial transactions.
• Provide general office support: note-taking, filing, supply ordering, and routing inquiries to appropriate staff.
• Assist with entry-level event tasks such as booking musicians, scheduling enrichment activities, and supervising sponsorship days.
• Support event team with brainstorming, research, program descriptions, and content creation.
• Provide day-of event execution support for public and private programs when needed.
• Train and staff Party Hosts and communicate party details to hosts for successful execution.
• Other duties as assigned to meet departmental needs.

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Qualifications

• High school diploma required; bachelor’s degree preferred.
• 1+ year customer service or event experience; internships accepted as experience.
• Proficient in Microsoft Excel and Word.
• Strong organizational skills and attention to detail.
• Excellent interpersonal, written, and oral communication skills.
• Ability to work independently and take initiative.
• Comfortable working a non-standard schedule (including nights, weekends, and a flexible shift).
• Valid driver’s license required.
• Energetic, results-oriented, and professional representation of Confidential Client at all times.

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Physical Requirements

• Ability to work outdoors in a variety of weather conditions when needed.
• Ability to climb stairs and ladders.
• Must be able to lift and move items up to 50 pounds.
• Ability to bend, kneel, and stand for extended periods (up to 10 hours per day).
• Ability to operate a golf cart or RTV vehicle.
• Business-casual attire; a branded polo will be provided for event days.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

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Compensation

• Pay range: $17.37 — $17.89 USD per hour (posted range).

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Benefits

Confidential Client offers a competitive benefits package for full-time employees, which may include:

• Medical, dental, and vision coverage
• Employee Assistance Program (EAP)
• 401(k) plan with employer match
• Paid time off and sick leave
• Long-term disability coverage
• Discounts on park experiences, retail, and food services
• Complimentary membership benefits and other zoo-related perks

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Pre-employment Requirements & Employment Status

• Employment is at-will.
• Candidates must successfully complete a criminal background check and drug screening prior to hire.
• Pre-employment and annual tuberculosis (TB) screening may be required.
• Confidential Client is an Equal Employment Opportunity (EEO) employer and maintains a drug-free work environment.

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Equal Opportunity & Hiring Transparency

Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.

If you have questions about how your data is used, please contact us directly.