Venue Services Assistant

Performs a wide variety of administrative support functions associated with venue services including clerical duties, sales and marketing support as well as special event rentals at the Annenberg Community Beach House, Civic Auditorium, and other venues throughout the City.

Assists an Event Coordinator and/or other staff in planning and coordinating the most complex events within the Division. May assume responsibility for planning and coordinating less complex events, including those which are limited to one location, take place on one day, and require fewer administrative details.

Responds to client and patron inquiries and assists potential clients in achieving their desired event goals. Conducts tours for prospective clients.

Assists in the implementation of marketing and sales strategies for City venues.

May prepare and compose a variety of written materials including proposals, permits, invoices, reports, scaled diagrams, brochures, calendars, event billing and cost estimates and other documents pertinent to venue services.

Files and maintains a variety of records, forms, documents, and correspondence. Develops and maintains recordkeeping systems and performs data entry as assigned.

Coordinates with operations staff and confirms scheduling of events.

May serve as the liaison between the venue, client and patrons, and ensures compliance with terms of the contract, City policies and procedures, City, County and State fire and health regulations and safety codes while maintaining a high level of customer service.

Remains accessible during assigned events, responding to and resolving event problems or complaints from clients and patrons, maintaining a high level of customer service.

Receives and records guest/client complaints. Assists the Sales and Marketing Coordinator in resolving client disputes and discrepancies.

Exercises technical and/or functional supervision of operations staff, as assigned.

Provides clerical support for supervisory and administrative staff.

Performs other related duties, as assigned.

• Principles and practices of event management.
• Event scheduling and booking principles and procedures.
• Record keeping, accounting and cash handling techniques.
• Business English, spelling, punctuation and grammar.
• Modern office procedures, practices and equipment.
• Effective customer service techniques.

• Effectively present information and respond to questions from clients, patrons, City staff and the public.
• Establish and maintain a cooperative working relationship with event organizers, City employees, various businesses and agencies and the general public.
• Function independently and as a member of a team, often under pressure.
• Monitor the quality of service provided to clients and make recommendations regarding improvements in order to retain and attract clients.
• Work within tight, frequently changing, multiple deadlines.
• Maintain accurate, accessible correspondence and financial records.
• Provide effective customer service.
• Maintain confidentiality.

• Using a personal computer and applicable software applications.
• Working effectively with persons from diverse social, cultural and economic backgrounds.

• Graduation from high school or the equivalent.
• Three years of recent, paid work experience performing guest relations in the hospitality industry is required. Experience must include heavy public contact.
• An Associate's degree (or 60 semester units at an accredited college or university) may substitute for one year of the required experience.
• Experience coordinating events in a public or private community-oriented assembly facility is desirable.

• Possession of a valid Class C driver license.

The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our employees are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees.

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Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call , TDD  (Hearing Impaired Only).

Please note the request for reasonable accommodations must be made to Human Resources at least three workdays prior to the…