Event Coordinator Assistant

Overview

The Event Venue Assistant supports the successful execution of events by assisting with venue setup, coordinating logistics, and providing professional customer service to event clients, vendors, and guests. This role helps ensure all event spaces are clean, safe, well-prepared, and operated to a high standard. The position requires excellent communication skills, strong attention to detail, and the ability to work collaboratively in a fast-paced, guest-facing environment.

• Assist with event setup and teardown, including arranging tables, chairs, staging, AV equipment, and décor according to event requirements and venue standards.
• Create and revise room diagrams and layouts using venue-approved software or templates.
• Greet and manage event vendors, including caterers, rental companies, and other service providers; ensure vendor compliance with venue policies and timelines.
• Provide day-of-event support by welcoming event organizers, answering logistical questions, and ensuring the venue is prepared and responsive to needs throughout the event.
• Monitor and respond to janitorial or facility needs during events, including coordinating with custodial or facilities teams as required.
• Perform light laundry duties, such as washing, steaming and organizing table linens, when necessary to support event turnover.
• Assist in monitoring venue cleanliness, organization, and safety standards across all event spaces.
• Maintain event supplies and support inventory management (linens, signage, equipment, etc.).
• Serve as a point of contact during assigned events, ensuring smooth communication between the venue, clients, and vendors.
• Support the Event Venue Manager with other operational tasks as needed.

• Knowledge of: Basic familiarity with room setup, venue operations, or event logistics
• Preferred Knowledge of: Basic AV setup is a plus but not required.

• Strong interpersonal and communication skills with a professional and welcoming demeanor

• Lift, move, and carry up to 50 pounds
• Work evenings, weekends, and varying schedules based on event needs
• Prioritize tasks, follow direction, and work both independently and as part of a team
• Work collaboratively in a fast-paced, guest-facing environment

Bachelor’s degree in business administration, hospitality management, tourism management, marketing, or communication

One year of experience in events, hospitality, customer service, catering, or a related field. Other combinations of education or experience may be substituted.

• Event operations, conference services, or facility coordination
• Using room diagramming software or event-planning tools
• Extended periods of standing, walking, bending, lifting, and performing physical tasks
• Variable hours based on event scheduling which will include nights and weekends (rotating basis)
• Frequent interaction with the public, event clients, vendors, and staff
• May require eight (8) or more hours a day
• May require more than a 20-hour workweek

The Montana Heritage Center operates seven days a week and is open all holidays except Thanksgiving and Christmas. As an employee of the Montana Historical Society your work hours may fall outside the regular Monday to Friday, 8:00 a.m. to 5:00 p.m. schedule.

• Resume
• State of Montana Application

Montana Historical Society is participating in E-Verify to confirm employment eligibility. After accepting a job offer and completing Form I-9, your information will be submitted to the Department of Homeland Security and Social Security Administration for verification. For more information about E-Verify, please visit the E-Verify website found here: https://(Use the "Apply for this Job" box below)./

Applicant Pool Statement:
If another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection. Training Assignment:
This agency may use a training assignment. Employees in training assignments may be paid below the base pay established by the agency pay rules. Conditions of the training assignment will be stated in writing at the time of hire.