Administrative Assistant II of Events and Outreach


The Utica Zoo is seeking an administrative team member to fill the position of Events and Outreach Assistant. This position is responsible for assisting the Director of Communications and Engagement and executing daily operations. This position will assist with event planning and execution, social media, marketing, communications, and visitor experience. This position contributes to the success of the Utica Zoo by working with all departments to provide backend support for the staff, the animals and our visitors.

This position is Full Time: Hourly, non-exempt, benefit eligible, part of a union and will need to be flexible. Must be willing to work weekends and evenings as needed.

Essential Duties, Skills, and Responsibilities:


  • Monitor the email account, reply and forward messages as necessary.
  • Monitor and receive incoming phone calls and direct to the appropriate parties.
  • Access the safe to retrieve/return money bags daily for Visitor Experience staff.
  • Access the safe to sign out credit cards as needed.
  • Ensure digital sign is functioning and troubleshoot problems as they arise.
  • Assist with various IT needs.

Event Coordination:

  • Coordinate all aspects of fundraising events including Wine in the Wilderness, Eggstravaganza, Spooktacular, Wildlife Festival, Free Nights, and more.
    • This includes applying for applicable permits, recruiting and managing volunteers, ensuring sponsorship deliverables are being met.
  • Coordinate and book entertainment and vendors (community organizations, food trucks, etc.) for all events.
  • Coordinate set-up and clean-up details of all events.
  • Inform relevant staff of duties for events as needed (i.e. work with maintenance for setup plans, etc.).
  • Assist with private rentals and other on-grounds events.

Graphic Design: 

  • Assist in creating various graphic design elements using the Adobe Creative Cloud applications.

Volunteer Coordination:

  • Recruit volunteers for events and special projects throughout the year.
  • Track all volunteer hours.
  • Work with various departments to organize projects for volunteers.

Community Outreach:

  • Process outgoing community donation requests.
  • Coordinate and establish partnerships with local organizations.
  • Participate and coordinate off-grounds community outreach events.

Social Media & Website Management:

  • Actively monitor all social media channels.
  • Work with contracted advertising firm to plan and post engaging content, respond to comments and messages in a timely manner.
  • Coordinate with various departments and plan social media campaigns.
  • Update and monitor all content on the website.
  • Manage monthly backup of web files.
  • Review social media and website analytics on a monthly basis.

Visitor Experience:

  • Provide coverage in the Revenue Center as needed.
  • Conduct tours for individuals and groups as needed.


  • Take photographs to use for marketing and digital content.
  • Film footage to use to edit videos.
  • Create videos for social media.
  • Take photos for animal encounter photo packages, and/or coordinate coverage.

Other duties as assigned.

Work Environment/Physical Demands:

  • This position regularly works with others including Zoo executives and employees, Zoo visitors and community members, media and government officials
  • The position primarily functions indoors, with occasional exposure to outdoor Zoo environments and external events
  • Ability to sit and type at a computer screen for long periods of time.
  • Hand and finger dexterity sufficient for typing and other administrative tasks.
  • Must be willing to work weekends, holidays, and occasional after-hour assignment.
  • Must be capable of lifting 25 lbs or more



  • Four-year degree in communications, marketing, public relations, graphic design, or related field is required.


  • Must have experience planning and working events.
  • Must have experience using Adobe Creative Cloud.
  • Must have experience managing social media platforms.
  • Strong computer skills, including proficiency working with databases and Microsoft Office Suite, particularly Word, Excel, Outlook, and Power Point required.
  • Excellent planning and organizational skills with the ability to balance and prioritize multiple tasks and requests, and meet deadlines in a professional manner.
  • Must have a great understanding of positive visitor experiences.
  • Some retail experience preferred.
  • Must successfully pass a background check and must have a valid, current driver’s license.
  • Must have 1-3 years experience in the field.


  • 8 hour shift, Sunday – Thursday
  • Day shift
  • Some holidays


Ability to commute/relocate:

  • Utica, NY 13501: Reliably commute or planning to relocate before starting work (Required)

Compensation and Benefits:

Job Type: Full-time, non-exempt

Pay: Starting at $16.58/hour


  • Member of CSEA Union
  • Dental insurance
  • Employee assistance program
  • Employee discount
  • Health insurance
  • Health savings account
  • Paid time off
  • Retirement plan
  • Vision insurance

Equal Employment Opportunity (EEO) Policy: The Utica Zoo provides equal employment opportunities to all current employees and all applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, natural origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.  

How to Apply:

Please send resume AND cover letter to OR fill out the application below

Applications also accepted through Indeed.

Fill out my online form.

The Utica Zoo will be closed at 1:00pm on 8/3 for BREWFEST and will reopen with normal hours on 8/4!