Events/Marketing Assistant

Job Title: Events Assistant

Reports To: Events Coordinator or Designee
Work Year: 231 days
Salary Range: Classified Salary Schedule-231 Day

Job Summary

Under the general supervision of the Events Coordinator, the Events Assistant supports the planning, organization, and implementation of school events, field trips, and related programs. This position assists with administrative tasks, vendor coordination, communications, and event logistics. The Events Assistant helps ensure that events are organized efficiently and that communication with staff and families is clear and timely.

Representative Duties

(Incumbents may perform any combination of the essential functions shown below. This description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification but is intended to reflect the principal job elements.)

Event Planning and Coordination

• Assist with the development, planning, and coordination of school events and field trips
• Collaborate with the Events Coordinator on event concepts and logistics
• Create RSVP forms and post event information on the school website
• Enter events into the RSVPify system and maintain the master events calendar
• Develop flyers and promotional materials for events
• Track and manage event RSVPs and organize participants into groups when needed
• Communicate with staff and families regarding event information and updates
• Send confirmations and event reminders to participants
• Attend and assist at events and field trips as needed
• Take photographs at events for school use
• Compile attendance data and summarize survey results following events

Vendor Coordination and Financial Support

• Assist with vendor communication and coordination for events
• Prepare vendor contracts each semester as directed
• Process payment requisitions and credit card request forms
• Deposit funds collected for events and activities
• Track event participation and financial documentation as needed

School Communication Support

• Use ParentSquare to create announcements, events, and school-wide communication.

communication

• Updates to the school website using FinalSite

• Assist with the development and distribution of school newsletters
• Update family communication preferences as needed.

Additional Responsibilities

• Maintain accurate records and documentation related to events and communications
• Support efficient systems and processes that improve event operations
• Perform other duties as assigned to support school operations

Minimum Qualifications

Education

• Associate's degree or equivalent required
• Bachelor's Degree or coursework in communications, event planning, business administration, or related field preferred

Experience

• One (1) year of experience in event coordination and or marketing, office support, communications, or related administrative work preferred
• Experience working in a school, nonprofit, or community-based organization is desirable

Knowledge, Skills, and Abilities

Knowledge of:

• Basic event planning and coordination practices
• Office procedures and administrative support functions
• Data entry and database management systems
• Customer service and communication practices

Ability to:

• Organize and coordinate multiple projects and deadlines
• Communicate effectively with staff, families, and vendors
• Maintain accurate records and documentation
• Work independently while also collaborating with a team
• Use technology, including databases, online forms, and communication systems
• Maintain professionalism and confidentiality

Physical Requirements

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Sit, stand, and walk for extended periods of time and occasional lifting of up to 20 lbs.

• Occasional evening or weekend meetings to support stakeholder engagement.

• Travel between sites may be required.