Special Events Assistant (Part-time)

Special Events Assistant

The Special Events Assistant provides administrative, logistical, and on-site support for City-sponsored events, programs, and community experiences. This position assists in planning, coordination, and execution of events of varying scale, ensuring smooth operations and exceptional community engagement. The role requires strong organizational skills, attention to detail, technical proficiency, and a collaborative mindset to support the City's mission of providing memorable, well-executed public experiences.

Reports To: Special Events & Experience Supervisor Supervisory Responsibility: None

Essential Duties and Responsibilities:

• Assist in planning, organizing, and implementing City-sponsored special events, festivals, and community initiatives.
• Coordinate logistics such as scheduling, vendor communication, equipment rentals, and site preparation.
• Support on-site event operations including setup, registration, crowd management, and breakdown.
• Prepare event materials such as signage, programs, badges, and volunteer packets.
• Serve as a point of contact for vendors, participants, and attendees during events.
• Assist with drafting event-related correspondence, contracts, purchase orders, and reports.
• Maintain organized records of event documents, permits, and vendor agreements in accordance with City standards.
• Process invoices, track event expenditures, and maintain basic budget spreadsheets.
• Schedule meetings, prepare agendas, and take minutes for event planning sessions.
• Provide event information, schedules, and promotional details to the Communications Division for use in digital and print materials.
• Assist with maintaining event listings on the City's website and social media platforms.
• Support community outreach by distributing flyers, responding to public inquiries, and managing event registration lists.
• Use project management software to track logistics, registrations, and vendor submissions.
• Support use of technology during events, such as digital check-ins, ticket scanning, or online surveys.
• Maintain databases of sponsors, vendors, and community partners.
• Work closely with the Special Events and Experience Supervisor and other City staff to ensure effective coordination across departments.
• Provide courteous, responsive assistance to the public, vendors, and community partners.
• Support volunteer coordination, including recruitment, scheduling, and training assistance.
• Always represent the City professionally and promote a positive image through exceptional service.
• Assist in collecting feedback, attendance data, and other metrics for post-event reporting.
• Help identify areas for improvement and suggest operational enhancements for future events.
• Maintain archives of event photos, evaluations, and outcomes for future reference.
• Performs other job-related duties as required by supervisor.

Type of Appointment/Work hours: Varied part-time position, working up to twenty-nine (29) hours per week. Work schedule may vary based on operational needs and the efficient delivery of public services. Must be available to work evenings, weekends, and holidays as required. This position requires regular in-person attendance and is not eligible for remote work.

Requirements:

• High school diploma or its equivalency is required. An Associate degree in Public Administration, Hospitality, Marketing, or a related field is preferred.
• Two (2) years of experience in event coordination, public relations, or administrative support preferred.
• Experience in a municipal or public-sector environment desirable.
• Proficiency in Asana, Microsoft Office Suite, and social media platforms.
• Excellent verbal and written communication abilities.
• Must be able to work evening hours and/or weekends.
• Must be available to work evenings, weekends, and holidays as required by event schedules.
• Ability to work in both office and outdoor event settings, including during inclement weather; may require standing for extended periods and lifting up to 30 pounds.
• Must be able to work independently and collaboratively in a fast-paced environment.
• Must possess a valid state of Florida driver's license with a clean driving record.
• As a condition of hire, applicants must undergo a comprehensive fingerprint-based background screen for statewide and national criminal history records (i.e., a Level II background check).

Core Competencies:

• Judgment - Sound decisions based on fact; uses logic to solve problems.
• Quality of Work - Performs work thoroughly, accurately, and professionally.
• Reliability - Timely and consistently completes assigned work; consistently reports to work and is punctual.
• Safety - Committed to ensuring a safe environment and complies with applicable safety standards.
• Technical Capability - Applies knowledge to identify issues and works to develop skills; demonstrates knowledge of techniques, skills, and equipment.

Work Authorization/Security Clearance: The employee must successfully pass a background screening process and comply with the City's Drug-Free Workplace policy. The City will also verify the identity and employment authorization of individuals hired so the proper completion of Form I-9 is required, which includes the employee providing documents evidencing identity and employment authorization.

Equal Opportunity Statement: The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Qualifying individuals with disabilities may be provided reasonable accommodations to enable them to perform the essential functions.