Special Events Assistant

POSITION SUMMARY:

Under the direction of the Director of Special Events, the Special Events Assistant is responsible for administrative and event-production support. This position is an integral part of the Special Events team and requires an organized, detail-oriented person with strong customer service and time management skills. Experience in event planning, weddings, or the hospitality industry is preferred.

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DUTIES AND RESPONSIBILITIES:

• Perform routine administrative tasks, create event contracts, and manage existing reports.
• Manage and oversee photography sessions and annual pass holders.
• Create banquet event orders (BEOs) and event layouts.
• Attend weekly BEO meetings and final walkthrough event meetings, as needed.
• Prepare BEO meeting packets.
• Schedule venue tours, client meetings, and staff for events.
• Communicate with clients and vendors in a friendly manner, answering questions by phone and email.
• Manage internal event set-up, including audio visual equipment and readiness of the building.
• Complete errands as needed for internal events.
• Other duties and projects assigned. ‍

SKILLS:

• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Attention to detail is critical.
• Knowledge of Triple Seat Event software and Prismm software a plus.
• Must be able to prioritize, multi-task, and remain flexible through planning and execution of events.

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EDUCATION/QUALIFICATIONS:

• 2 years’ experience in Customer Service, Event Planning, Office Administration, or Hospitality Service Industry.
• Must be able to multi-task and be comfortable in high stress environments while remaining professional and courteous.
• Possess basic knowledge of local lodging, attractions, restaurants, and destinations. ‍

REQUIREMENTS:

• Business casual dress
• Flexible schedule during the week, Tuesday – Friday, with occasional nights and weekends
• Outgoing personality
• Reliable transportation ‍

BENEFITS:

• 401(K)
• Flexible Schedule

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PHYSICAL DEMANDS: While performing the duties of this job, the employee is required to walk, sit and stand. Must have visual acuity to read printed reports and create reports. Must be able to lift up to 50 pounds.

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WORK ENVIRONMENT: The employee will work year-round in both an indoor and outdoor environment. The noise level in the work environment varies from quiet to loud.

‍The qualifications, physical demands, and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

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TO APPLY:

• Complete in their entirety the Employment Application and the Consent to Background Check.
• Email completed forms, current resume, and cover letter detailing your experience to April Waggoner.