Overview
Are you passionate about creating memorable experiences and building meaningful connections?
As an Outreach & Event Coordinator, you will be at the forefront of planning, organizing, and executing dynamic events that engage communities and elevate our organization’s presence.
The Outreach & Events Coordinator at Daytona Aquarium and Rainforest Adventure is an outgoing, organized, and motivated individual responsible for increasing the organization's visibility throughout the community and surrounding markets. This position plays a key role in planning, coordinating, and executing community outreach initiatives, special events, birthday parties, field trips, and private functions that drive revenue, enhance brand awareness, and create memorable guest experiences. The Outreach & Events Coordinator develops strong relationships with community partners, schools, businesses, and guests while ensuring all events are professionally executed and aligned with organizational goals.
Essential Duties and Responsibilities
- Assist with booking and coordinating field trips, group visits, and birthday parties from inquiry through event completion.
- Organize and host birthday parties as needed to ensure an exceptional guest experience.
- Coordinate group schedules and assist with facilitating school groups and organized visits.
- Plan, organize, execute, and assist with the setup and breakdown of all onsite company events and special programs.
- Plan, organize, execute, and assist with the setup and breakdown of offsite events, community appearances, and promotional programs.
- Schedule and conduct meetings with corporations, schools, organizations, and prospective clients to showcase event spaces for weddings, private events, and after-hours functions.
- Coordinate and schedule after-hours events, including animal encounters, private tours, and exclusive experiences.
- Collaborate with management and committees to determine event objectives, scope, format, logistics, and timelines.
- Oversee event logistics, including venue setup, vendor coordination, supplies, staffing, schedules, and guest flow.
- Build and maintain strong relationships with community partners, vendors, schools, businesses, and event clients.
- Ensure events are executed smoothly with a focus on guest satisfaction, sales opportunities, and revenue generation.
- Identify and develop new opportunities for community outreach, partnerships, and event participation that support organizational growth.
- Create and monitor event timelines to ensure successful execution.
- Prepare post-event reports, sales summaries, and recommendations for future improvements.
- Manage event-related accounting functions, including vendor invoices, cash handling, payment collection, and data entry.
- Adhere to all company policies and procedures, with special attention to safety and operational standards.
- Maintain a flexible schedule that includes evenings, weekends, and holidays as required.
- Consistently maintain a professional appearance and demonstrate exceptional customer service, communication, and interpersonal skills.
- Develop comprehensive event plans, including marketing strategies, budgets, and timelines to ensure successful execution.
- Promote events through targeted marketing campaigns across social media platforms, email outreach, and community partnerships.
- Foster excellent customer service by engaging with attendees, addressing inquiries promptly, and ensuring a welcoming environment.
- Perform other duties as assigned.
Qualifications
- Previous experience in advertising, event planning, outreach, community engagement, customer service, hospitality, or a related field.
- Strong verbal and written communication skills.
- Excellent organizational, planning, and multitasking abilities.
- Ability to work effectively in a fast-paced, public-facing environment.
- Proven ability to meet sales goals and contribute to revenue-driven initiatives.
- Proficiency with Microsoft Office, Google Workspace, and basic CRM or reservation software.
- Ability to work independently and collaboratively as part of a team.
- Willingness to work evenings, weekends, and holidays as event schedules require.
Preferred Qualifications
- Experience in hospitality, attractions, entertainment, tourism, retail, or event management.
- Knowledge of marketing principles, lead generation, sales funnels, and customer relationship management.
- Experience analyzing event performance metrics and recommending improvements.
- Bilingual communication skills are a plus.
Skills
- Strong negotiation skills to secure services and partnerships that align with organizational goals.
- Proven experience in event marketing and planning with a focus on engaging diverse audiences.
- Ability to upsell services or sponsorships during event promotion to enhance organizational reach.
- Excellent communication skills—both verbal and written—to liaise effectively with vendors, team members, and stakeholders.
- Exceptional organizational skills with the ability to manage multiple projects simultaneously while adhering to deadlines.
- Hands-on experience in banquet setup, catering coordination, or hospitality environments such as restaurants or hotels.
- Familiarity with contracts, budgeting processes, and fundraising strategies related to events management.
- Customer service orientation combined with hospitality expertise to create positive attendee experiences.
- Time management proficiency enabling efficient prioritization of tasks in fast-paced settings.
- Join us as an Outreach & Event Coordinator if you’re eager to energize communities through innovative events while honing your skills in marketing, negotiation, and hospitality!
Job Types: Full-time, Part-time
Pay: $18.00 - $24.00 per hour
Benefits:
- 401(k)
- Employee discount
- Paid time off
Experience:
- Events management: 1 year (Preferred)
- Banquet: 1 year (Required)
- Event marketing: 1 year (Preferred)
Work Location: In person
