Special Events Assistant

Assists in providing Community Special Events. Serves in a supervisory capacity for special events. Is responsible for the management of safety practices and ensuring the implementation of high-quality events. Works under the general supervision of the Special Events Coordinator.  Supervision may be exercised over staff and volunteers.

Title: Special Events Assistant
Reports to: Special Event Assistant
Wage: $17.00 per hour

Sample – Schedule

Weekly Prep Hours - 2 hours per week (flexible – between the hours of 8:00 and 4:30 pm) plus event time

 

January:                26.5 hours (8 hours prep 18.5 event time)

                                Friday, January 19, 2:00pm to 10:00pm (8 hours - JanBoree Lowell Park)

                                Saturday, January 20, TBD ( - JanBoree Lowell Park)

February:              8 hours (8 hours prep)

March:                   8 hours (8 hours prep)

April:                      16 hours (8 hours prep 8 event time)

                                Sunday, April 7, 7:00am to 3:00pm (8 hours - Trailbreaker)

May:                       8 hours (prep)

June:                      21 hours (8 hours prep 12.5 event time)

                                Tuesday, June 11, 2:30pm to 10:30pm (8.0 hours - Tribute Concert, Cutler Park)

                                Monday, June 17, 5:00 to 10:00 pm (5 hours – Movies in the Park, Cutler Park)

July:                        30 hours (8 hours prep 22 event time)

                                Monday, July 3, 2:00 pm to 11:00 pm and/or July 4, 8:00am to 2:00pm (6 hours –  Parade)

                                Tuesday, July 9, 2:30 pm to 10:30pm (8 hours - Tribute Concert, Cutler Park)

                                Monday, July 15, 5:00 to 10:00 pm (5 hours – Movies in the Park, Cutler Park)

August:  41 hours (8 hours prep 33 event time)

                                Tuesday, August 13, 2:30 pm to 10:30pm (8 hours - Tribute Concert, Cutler Park)

                                Thursday, August 19, 5:00 to 10:00 pm (5 hours – Movies in the Park, Cutler Park)

                                Thursday, August 22, 4:00 to 10:00 pm (6 hours – Beer Gardens)

                                Friday, August 22, 4:00 to 10:00 pm (6 hours – Beer Gardens)

                                Saturday, August 24, 2:00 to 10:00 pm (8 hours – Beer Gardens)                       

September:          55 hours (8 hours prep 37 event time)

                                Thursday, September 5, 4:00 to 10:00 pm (6 hours – Beer Gardens)

                                Friday, September 6, 4:00 to 10:00 pm (6 hours – Beer Gardens)

                                Saturday, September 7, 3:00 to 10:00 pm (7 hours – Beer Gardens)

                                Tuesday, September 10, 2:30pm to 10:30pm (8 hours - Tribute Concert, Cutler Park)

                                Friday, September 20, 4:00pm to 11:00pm (7 hours – Oktoberfest, Frame Park)

                                Saturday, September 21, 2:00pm to 11:00pm (9 hours – Oktoberfest, Frame Park)

                                Monday, September 23, 8:00 am to Noon (4 hours – Oktoberfest)

October:                                8 hours (8 hours prep)                               

November:           16 hours (8 hours prep 8 event time)

                                Saturday, November 9, 12:00pm to 8:00pm (8 hours – Operation Honor)

December:            8 hours (8 hours prep)

Major Duties and Responsibilities:

• Assists in hiring staff/volunteers for events.
• Works with Special Event Coordinator to help organize, coordinate and lead the implementation of community activities.
• Works with vendors to obtain prices, equipment and supplies.
• Responsible for event readiness including site and facility inspections.
• Assists in ensuring proper supervision of event.  
• Performs even set-up and take down.
• Responsible for on-site public relations at Special Events. Appropriately handles questions and concerns at the site. Observes, enforces and explains all facility rules and regulations.
• Assist in the implementation of financial procedures, ensures consistency in WPRF operational standards.
• Responsible for verifying staff/volunteer hours.  Completes and submits the hours each week to Special Event Coordinator.
• Attends and provides all in-service training, ongoing evaluations and staff/volunteer trainings. Is responsible for programming including communication, scheduling staff volunteers. Review current staff manual.
• Ensures implementation of the facility/site emergency action plans and facility/site rules.
• Communicates equipment and supply needs to the Waukesha Parks, Recreation and Forestry Department.
• Ensures that the staff/volunteers follow proper procedures.  Prepares, submits records and reports as needed.
• Reports immediate concerns to Special Event Coordinator.
• Completes event evaluations.
• Carries out additional duties as may be assigned.

Position Qualifications

• Must be at least 18 years of age or older
• Must hold current American Red Cross CPR, First Aid and AED certification or can obtained through the department within the first year of employment)
• Prefer knowledge of concession stand operations, cash handling and safe food handling procedures.
• Ability to assign duties and supervise personnel, volunteers and contractual entertainment.
• Prefer college or university graduate with training in business, marketing, recreation or related area.

Salary : $17