Assistant Special Events Coordinator

POSITION PURPOSE:

The Assistant Special Events Coordinator supports the planning, coordination, and execution of a wide variety of events while assisting the Special Events Coordinator with daily operations. This position requires exceptional organizational skills, strong communication, attention to detail, and the ability to manage multiple projects in a fast-paced environment. The ideal candidate is customer-focused, adaptable, and enjoys building positive relationships within the community.

GENERAL DUTIES AND RESPONSIBILITIES:  

• Assist the Special Events Coordinator with planning, organizing, and executing community events and programs.


• Maintain calendars, schedules, and event timelines to ensure projects stay on track.


• Coordinate meetings, appointments, and event logistics.


• Provide exceptional customer service by responding to inquiries from vendors and community partners in a professional and timely manner.


• Assist with event setup, operation, and breakdown, ensuring all details are completed efficiently.


• Coordinate and manage staffing schedules for events, including volunteers and temporary staff as needed.


• Help oversee multiple event venues and activities simultaneously while maintaining quality and organization.


• Communicate effectively with internal departments, vendors, and community members.


• Prepare event materials, supplies, and equipment and ensure inventory is maintained.


• Oversee our designated social media page.


• Identify and resolve problems quickly while maintaining a positive attitude under pressure.


• Support marketing and promotional efforts for events when needed.


• Perform administrative duties including recordkeeping, filing, purchasing, and correspondence.


• Adaptability with other shared job duties as assigned. 

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent organizational and time management skills.


• Strong interpersonal and customer service abilities.


• Ability to communicate clearly, professionally, and respectfully with staff, vendors, elected officials, and the public.


• Ability to manage multiple priorities while meeting deadlines.


• Proficiency with Publisher, Canva, Excel, spreadsheets and common scheduling/calendar software.


• Ability to work independently and collaboratively as part of a team.


• Experience in event planning, hospitality, and marketing.


• Professional, positive, and approachable.


• Highly organized and detail-oriented.


• Strong leadership and problem-solving abilities.


• Flexible and dependable.


• Comfortable working in a fast-paced environment with changing priorities.


• Passion for serving the community and creating exceptional event experiences. 


• Ability to stand, walk, bend, and work for extended periods.


• Ability to assist with the setup and breakdown of event equipment, tables, chairs, signage, and decorations.

POSITION QUALIFICATIONS:
Required:

• Two years' experience in event planning or a related position required.


• Will consider any equivalent combination of education and experience sufficient to successfully perform the duties of the job.

Preferred:

• Degree preferred but not required.

WORKING CONDITIONS:

• The normal work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. However, this position requires flexibility and will regularly include evenings and weekends based on event schedules.


• Busy working environment with numerous interruptions.


• Ability to lift and carry up to 50 pounds.

SALARY:  37,485. annually (this is a 12 month position to be paid over 12 months)