Part-Time Assistant Events Coordinator

Part-Time Assistant Events Coordinator

The Part-Time Assistant Events Coordinator works under the supervision of the Special Events Coordinator. This position assists with event management and box office operations. The assistant helps to ensure that events run smoothly and efficiently.

Examples of Duties

The Part-Time Assistant Events Coordinator provides administrative and operational support during the execution of events. The assistant will also assist with collecting rental inquiries, event logistics, coordination of vendors, and on-site event management. He/she will also support box office operations, including ticket sales, will-call, and customer service. Additionally, he/she would assist with compiling and preparing settlement information and generating reports required for event reconciliation and financial tracking.

DUTIES AND RESPONSIBILITIESEssential Functions:This information is intended to be descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position.Required:Provide on-site support during events, including event setup, monitoring, coordination of vendors, and ensuring event logistics run smoothly.Assist with coordinating Front of House teams and greeters.Support box office functions during events, including ticket sales, will-call operations, customer inquiries, and troubleshooting.Serve as a point of contact for rental inquiries, providing information to prospective clients and assisting with the development of rental quotes based on client needsProcess ticket transactions accurately and efficiently using the ticketing software.Reconcile box office sales and maintain accurate financial records.Provide excellent customer service to patrons, addressing questions or concerns professionally.Assist in preparing and compiling event settlement reports, including financial reconciliations of ticket sales, vendor payments, and event expenses.Maintain organized records of financial transactions, sales reports, and settlement documentation.Assist with maintaining event files, contracts, vendor agreements, and other documentation.Maintain confidentiality of sensitive financial and operational information.Assist with set up, maintenance, and operation of technical equipment, including but not limited to: sound mixers, microphones, screens/ projectors, and stage lighting systems.Perform other related duties as assigned.

Minimum/Required Qualifications

Office Equipment Operation Microsoft Windows and Microsoft Office Suite are used, including Microsoft Word, Microsoft Excel, PowerPoint, Microsoft Access, and Gmail. This employee also uses a scanner, fax machine, copier, and telephone system. Required: Minimum Educational Requirements High School Diploma and 1-2 years of experience. Required Qualification:

• High School Diploma and 1-2 years of experience.
• Ability to work well with others and in a team atmosphere.
• Must possess excellent verbal and writing skills.
• Ability to take leadership and provide direction at all times during the course of an event.
• Ability to work a flexible schedule which often requires late nights and early mornings.
• Ability to work nights and weekends.
• Work well in an occasionally high energy, heavily populated venue.
• Experience with Etix software is a plus.
• 1-2 years of experience of sound and lighting equipment operation are a plus