Event Production Coordinator

Job Posting

Event Production Coordinator

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

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 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.

• 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 role’s responsibilities and departmental needs.

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…