| POSITION OVERVIEW The Event & Program Assistant is responsible for providing support to the Event & Program Coordinator by assisting with all aspects of the planning, coordination and implementation of private event rentals, signature events and educational programs. This role encompasses coordinating logistics, interacting with clients and guests, booking programs and rentals, preparing materials, and serving as the on-site facilitator during programs and events to ensure a seamless and successful guest experience for all. EDUCATION/EXPERIENCE - Bachelor’s Degree required, preferably in the arts, hospitality management, marketing or related field
- 1-2 years of customer service or event planning experience
- Experience working in a non-profit setting a plus
- Must be at least 21 years old
- Food Handler and BASSETT Certifications required, or willingness to obtain certifications upon hiring
The successful candidate will initially focus on the key responsibilities listed below. These responsibilities will change as the position develops. ESSENTIAL DUTIES AND RESPONSIBILITIES: Assist with Event Rentals – (meetings, receptions, fundraisers, training sessions, recitals and arts performance, weddings/showers) - Meet with prospective clients to sell location for venue space, event rentals and tours
- Negotiate and close sales
- Write and deliver proposals and contracts
- Communicate with clients and staff throughout the planning process
- Coordinate room set-up and break-down for events
- Act as on-site coordinator during events
Assist with Programs – (cooking classes, tours, gallery openings, concerts, community learning, school field trips and senior excursions) - Assist with development of educational programs
- Register program participants
- Prepare program supplies and materials; maintain inventories
- Set-up and breakdown programming space, prepare A/V equipment
- Facilitate program delivery and guest experience
- Maintain program databases and record keeping
Assist with Signature Events – (proprietary fundraisers which include summer festival and winter gala) - Attend and participate in signature event planning and committee meetings
- Attend and support all signature events
- Maintain records and documents that support each event
- Assist with all aspects of coordination of signature events
Additional Requirements – - Physical requirements – standing and lifting of items 50 pounds or less
- Work a flexible schedule which includes days/evenings/weekends as needed
- Perform related duties as assigned
Skills – The ideal candidate possesses or demonstrates the following skills: - Excellent verbal, interpersonal and written communication skills
- Strong inclination for customer service
- Confident and professional telephone manner
- Strong computer skills (Microsoft Office – Word, Excel, PowerPoint)
- Demonstrated proficiency with internet, email and social media
- Effective problem-solving ability
- Ability to prioritize
- Works well in team environment
- Ability to juggle a heavy workload at times and adhere to deadlines
- Strong organizational skills
- Attention to detail
- Flexible
Measurements – Successful programs and events will be measured by: - Customer satisfaction
- Revenue
- Minimizing or reducing expenses
- Attendance
Job Type: Part-time |
