PT Event Staff - Center for Active Aging

Event Staff Position

This role, in a part-time capacity, supports the Program Manager and Program Specialists in the successful coordination and execution of programs, events, and activities at the Wake Forest Center for Active Aging. This position plays a vital role in ensuring seamless event logistics and an engaging experience for participants. Key responsibilities include taking attendance for instructors, managing classroom setup and takedown, organizing supplies, and assisting with event preparations. The Event Staff position also provides general support to ensure smooth daily operations, responding to on-site needs as directed by the Director, Program Manager, or Program Specialist. As part of an accredited, award-winning Active Aging Center with a steadily growing participant base, this role requires strong attention to detail, reliability, and a commitment to creating a welcoming and organized event environment.

Essential Functions

Essential Duties and Tasks • Assist the Program Manager and Program Specialists with the coordination and execution of programs, events, and activities for participants at the active adults center. • Provide on-site support during events, ensuring that everything runs smoothly and according to schedule. • Help with the preparation and setup of event spaces, ensuring all necessary equipment, materials, and supplies are available and properly arranged. • Take attendance for classes and events, ensuring accurate records of participant participation. • Monitor class rosters and notify Program Manager or Program Specialist of any discrepancies or changes in attendance. • Assist with participant check-in, ensuring a welcoming and organized process. • Manage the setup and takedown of event spaces, including arranging furniture, setting up equipment, and ensuring the space is clean and organized before and after events. • Ensure that all supplies and materials needed for activities are organized, accessible, and replenished as necessary. • Ensure that all event spaces are set up to create a comfortable, engaging, and safe environment for participants. • Organize and maintain event supplies and materials, ensuring that everything is in good condition and ready for use. • Assist with inventory management for program supplies, notifying the Program Manager or Program Specialist of low inventory or required items. • Distribute materials, handouts, and other items to participants as directed during events or programs. • Provide general assistance to the active adult center's daily operations, responding to on-site needs and ensuring the event runs smoothly. • Assist with crowd control or managing participant needs during events, ensuring a safe and comfortable environment. • Offer assistance to instructors, participants, and other staff as needed to ensure all needs are met. • Serve as a friendly and approachable point of contact for participants during events, ensuring they feel welcome and supported. • Answer general participant questions, provide information about event schedules, and direct participant to the right areas. • Assist with any immediate participant needs or concerns, ensuring they are addressed quickly and effectively. • Assist with event preparations, including setting up registration tables, preparing participant materials, and assisting with food or refreshments as needed. • Help ensure that all logistics and details are taken care of in advance of events to prevent delays and ensure smooth execution. • Provide support during the event to address any immediate issues that may arise, offering assistance to the Program Manager or Program Specialist. • Assist with event clean-up, including restoring the event space to its original condition, cleaning up materials, and properly storing equipment. • Ensure all supplies and materials are packed up and safely stored after events. • Assist with ensuring that any items used during the event are properly cleaned and stored for future use. • Demonstrate a high level of attention to detail in managing event logistics supplies and participant needs. • Be reliable and punctual, ensuring all event tasks are completed on time and to the highest standards. • Follow all safety operational guidelines, ensuring a safe environment for participants, staff, and volunteers. • Communicate effectively with the Program Manager, Program Specialists, and other event staff to ensure coordination and the smooth running of events. • Report any issues or challenges to the Program Manager or Program Specialist to address them promptly. • Work collaboratively with team members, instructors, and participants to create a positive and supportive atmosphere at all events. • May perform related duties as assigned within the scope of this classification

Minimum Qualifications

Knowledge, Skills, and Abilities • Knowledge of standard office practices and procedures. • Ability to communicate effectively in person and by telephone. • Ability to gather and provide basic information and instructions on departmental and town programs in response to inquiries. • Ability to be tactful and courteous. • Ability to work in a high-distraction environment. • Ability to gather and compile materials from diverse sources. • Ability to operate any office machine required by the position, such as a personal computer. • Ability to use judgment in organizing and establishing formats. • Ability to record information and balance figures. • Ability to compile information based on general instructions. • Ability to arrange and organize records, reports, and files in a logical sequence. • Ability to establish and maintain effective working relationships with the general public, supervisors, and employees.

Desirable Education and Experience Any combination of education and experience equivalent to graduation from high school with considerable office experience. Physical Requirements Must be able to perform the essential life operational support functions of reaching, walking, fingering, talking, hearing, and making repetitive motions. Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Must possess the visual acuity to compile and compute data and statistics, perform accounting tasks, operate a computer terminal, proofread materials, and do extensive reading.

Benefits

The link below provides a summary of the major benefits provided to part-time employees with the Town of Wake Forest. 2025-26 TOWF Part-time Employee Benefit Summary (Download PDF reader) Details about benefits and costs for part-time employees are available in the Human Resources Department. The Town Provides: Access to 401(k) AND 457 retirement savings accounts Merit Pay Increases Voluntary Dental Coverage Credit Union Membership Employee Assistance Program