Special Events Assistant

General Function

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.

Special Events & Experience Supervisor

None

• 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.

All of the above information is intended to indicate the general nature and level of work performed by employees in this position. This description is not intended to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this position. Duties, responsibilities, and activities may change at any time with or without notice.

• Full‑time/Regular in‑person position.
• Standard workweek, which is forty (40) hours of work per week usually consisting of five (5) days of eight (8) hours per day.
  
  The workday may be varied for the efficient delivery of public service.
• Will be required to work other than the standard workweek on occasion, including evenings, weekends, and/or holidays.
• Will be required to work occasional overtime or shift assignments, if applicable.

• 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…