SPECIAL EVENTS ASSISTANT

Special Events Assistant

The Special Events Assistant is responsible for assisting the Special Events Manager with planning, coordinating, and executing events. This includes assisting in the creation and distribution of marketing materials, coordinating logistics between donors, sponsors, and vendors, managing database files, and content creation for social media channels.

Job Duties and Responsibilities

The following duties and functions are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Event Planning Support including but not limited to: Assist in researching event venues, vendors, and suppliers, manage RSVPs and guest lists, maintain extensive database of event supporters and benefits, follow up with sponsors and donors to confirm event support and facilitate benefits, coordinate logistics between venues, vendors, donors, and sponsors, attend planning meetings and pre-event reception.
• Event Logistics: Work closely with the Special Events Manager to create event schedules and logistics to ensure successful events, support event setup teardown, and equipment arrangement, coordinate and assist with event registration, check-in, and guest services, ensure all event materials and supplies are organized and readily available, help manage event inventory and equipment, assistant SEM in the coordination of event volunteers, other duties as assigned.
• Marketing and Promotion: Assist in developing promotional materials and content for events, create content and posts for social media accounts and online presence, aid in updating and managing website content, participate in the distribution of marketing collateral and outreach efforts.
• On-Site Event Support: Work closely with the event director to ensure smooth execution, maintain records and supply inventory, assist with guest management, VIP services, and attendee inquiries.
• Post-Event Evaluation: Assist in developing polls to gather feedback from event attendees and stakeholders, participate in post-event debrief meetings to identify areas for improvement, contribute to the preparation of event recap reports.
• Performs other related duties as assigned.

Minimum Requirements

Minimum Requirements:

• High School Diploma or equivalent, and six (6) years of directly related experience in event planning (such as communications, event management, marketing, non-profit, or related fields).
• Valid Florida driver's license.

• An Associate's degree in a related field may substitute for two (2) years of the required experience.
• A Bachelor's degree in a related field may substitute for four (4) years of the required experience.
• A Master's degree in a related field may substitute for five (5) years of the required experience.
• Additional directly related professional experience may substitute for the required education on a year-for-year basis.
• Possession of advanced degrees or professional certifications in event management, marketing, or related fields may substitute for some required experience.

Supplemental Information

Knowledge, Skills and Abilities:

• Strong organizational and time management skills.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite.
• Proficiency in Social Media
• Ability to work independently and as part of a team.
• Enthusiasm for the event industry and a willingness to learn.
• Flexible schedule, including the ability to work evenings and weekends as needed for events.
• Attention to detail and a proactive problem-solving mindset.
• Previous event planning or related experience is a plus but not required.

The position performs work where the employee is frequently required to sit, talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with hands and arms, or sustained keyboard operations. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 10 lbs. Specific vision abilities required by this job include close vision and the ability to adjust focus. The noise level in the work environment is usually quiet.

Equal Employment Opportunity Statement: The City of Riviera Beach, Florida, is an Equal Opportunity Employer (EEO) and Affirmative Action Employer. All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability or any other protected classification as defined by applicable law (except as limited by Personnel Rules, Collective Bargaining Agreements, or bona fide occupational qualifications).

Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if he/she has a physical or mental impairment that substantially limits a major life activity. The physical demands described within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Riviera Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat of significant risk to the health or safety of themselves or others. Requirements are representative of the minimum level of knowledge, skills, and ability.