Events & Engagement Assistant; Part-Time

Job Category
:
Events, Operations, & Administration

Reports To
:
Vice President of Communications & Programming

Hours: 24 hours per week (Primarily 3 days a week, 8:30am - 5:00pm)*

* Weekly schedule and hours are flexible and subject to negotiation at the discretion of the Vice President. Occasional early morning, evening, or weekend hours required for signature event support.

The Programming and Engagement Coordinator provides essential support to the Vice President of Communications & Programming, primarily focusing on event and program execution, marketing assistance, and administrative support. This role is crucial in ensuring the smooth operation of various GWCC initiatives, fostering member engagement, and supporting workforce development programs.

• Assist with the planning, setup, on-site execution, and breakdown for all GWCC signature events (Premier Business Awards, Jingle Fest, Golf Tournament, State of the Region, Power of Women, Christmas Parade) and networking functions (WBC Bingo, Jingle Fest at Busch Gardens, Business After Hours).
• Execute event setup, guest check-in, vendor coordination, and active troubleshooting.
• Manage participant communication specifically for the Christmas Parade and Pathways2
  
  Careers.

• Serve as administrative support for the VP and GWCC committees: draft, organize, and send all committee agendas, meeting reminders, calendar invites, and meeting minutes.
• Handle general office operations, scheduling support, and confidential administrative tasks with high discretion.
• Learn, manage, and maintain data within GWCC-specific operational software.

• Serve as the main point of contact for student and parent communications for the Pathways2
  
  Careers workforce program.
• Support program coordination for Pathways2
  
  Careers, ASPIRE Mentorship, and Legislative Forums.
• Growth Opportunity: Learn and progressively take over the management of the Pathways2
  
  Careers workforce/education initiative and the Education Committee.

• Use Canva to customize and prepare standard event marketing assets, flyers, and digital graphics.
• Distribute sponsorship packages and compile simple sponsorship ROI reports post-event.

• Experience Background: Prior experience in hospitality, restaurant/food service, customer service, or hands-on event execution is highly preferred.
• Adaptability & Speed: Ability to think fast, pivot priorities on short notice, and maintain high energy in dynamic environments.
• Administrative Discipline: Strong organizational skills, attention to detail, and a proactive approach to calendar management, meeting prep, and follow-through.
• Communication
  
  Skills:
  
  Excellent written and verbal communication for professional email exchanges with board members, committee leaders, and parents.
• Tech Capabilities: Proficiency with Microsoft Office (Word, Excel, PowerPoint) and basic design capability in Canva
  . Comfortable learning web-based platforms via tutorials.
• Willingness to learn and become proficient in GWCC-specific software using online tutorials.
• Physical & Logistics Requirements: Must be able to stand for extended periods, lift event supplies (up to 30 lbs), and work outdoors as needed during events.

This role offers hands-on experience across full-scale event production, executive support, and community leadership. We offer a supportive environment focused on professional development and career growth.