Special Events Intake Assistant

Special Events Office Manager/Intake Assistant Job Description

Reports to: Special Events Manager

Hours: Full-time, 40+ hours per week;
Monday – Friday, 8:00 a.m. – 4:45 p.m. Occasional evenings and weekends may be required to support signature events and office initiatives.

Salary range: $50,000.00

Posting expires: 9/25/2026

The Special Events Office Manager/Intake Assistant serves as the primary point of contact for applicants, visitors, and members of the public and supports the daily administrative and operational functions of a fast-paced special events office.

This position is responsible for receiving and conducting the initial intake of outdoor event applications, ensuring required application materials are submitted, processing permit fee submissions, and routing applications to the MOSE coordinating team for review and processing.

The role also manages day-to-day office operations and provides administrative support to the MOSE team. The ideal candidate is professional, highly organized, detail-oriented, and customer-service focused, with the ability to manage multiple priorities and provide a welcoming and responsive experience to applicants and visitors.

Following training and with management support, the successful candidate should demonstrate initiative, proactively manage assigned responsibilities, and consistently follow through on administrative and operational needs.

• Bachelor's degree preferred or an equivalent combination of education, training, and relevant professional experience.
• Experience in customer service, administrative support, office management, project management or a related field.
• Experience working directly with the public and providing professional customer service.
• Experience managing multiple administrative responsibilities and competing priorities in a fast-paced environment.
• Experience with event planning, project coordination, or communications is preferred.

• Serve as the primary front desk and initial point of contact for outdoor event applicants, visitors, and members of the public.
• Receive outdoor event applications and supporting documentation submitted in person, electronically, or through established office processes.
• Conduct initial application intake and review submissions for required forms, documentation, signatures, and other established intake requirements.
• Communicate with applicants regarding missing intake materials and general application submission requirements.
• Process and document application and permit fee submissions in accordance with established procedures.
• Route completed application submissions to the appropriate coordinating team for review and processing.
• Maintain accurate intake records and assist with tracking incoming applications and supporting documentation.
• Respond to general applicant inquiries and direct permitting or application-specific questions to the appropriate Coordinator or Manager.
• Manage office supplies and event-related materials, including inventory, ordering, and organization.
• Support day-to-day office operations and help maintain an organized and professional office environment.
• Maintain office calendars and assist with scheduling and administrative coordination.
• Assist with online calendar updates and public-facing office information as assigned.
• Prepare correspondence, documents, meeting materials, and other administrative materials.
• Support the planning of signature events and initiatives.
• Provide administrative support to outdoor events permit coordinating team.
• Perform other permit related duties and special assignments as directed.

• Exceptional customer service and interpersonal skills.
• Strong organizational…