Special Events Assistant

Description :

DUTIES AND RESPONSIBILITIES

The Anthem Community Council’s part-time Special Events Assistant provides support to the Special Events Manager. This is a highly visible and responsible position that requires outstanding communication, follow-through, and organizational skills. The Special Events Assistant must be flexible and dependable, and able to work independently or in a team setting.

This position will be responsible for assisting with all aspects of planning, coordinating, and implementing large-scale, community special events.  The position must provide the highest levels of customer service and support to residents and guests. Duties will vary depending on the needs of the department. 

ESSENTIAL DUTIES:

  • Responsible for ongoing communication with vendors via phone and email: answering questions, promoting the event, working out logistics, and processing registration and confirmations for vendors.
  • Interacts with vendors, staff, and contractors, providing the highest levels of communication and customer service to all
  • Assists with day-to-day event planning and preparations for event activities, set up, tear down, and event management. Assists in researching, planning, and coordinating effective community-wide special events
  • Assists with managing volunteers working at special events
  • Communicates event details, internally and externally; works as a team with other departments to solicit full support for event needs
  • Works to promote events through proactive marketing and presentation to the public. Collaborates with other departments to ensure positive public relations.
  • Responsible for actively researching, identifying, and recruiting potential arts and crafts vendors or business vendors, and screening potential candidates
  • Performs a variety of physical tasks including moving event equipment, event set up and tear down, organizing, inventorying, and cleaning event supplies.
  • Must be able to safely and confidently operate motorized vehicles during the event; i.e. Mules, vans, golf carts, etc…
  • Other duties as assigned by the Special Events Manager.

QUALIFICATION REQUIREMENTS

  • Education: A minimum High School diploma or equivalent
  • Experience: Previous experience in a related position preferred
  • Must have an aptitude for detail, and highly effective interpersonal and problem-solving skills. Excellent communication skills are also required for this position.
  • Must be proficient with Microsoft Office (Word, Excel, Outlook, Publisher) and possess strong keyboarding and telephone skills
  • Schedule This is a part-time/variable hour position. Hours may range from 15 to 20 hours per week initially and then increase as each event gets closer and maybe 40 hours per week for a couple of weeks around each event. The hours can include evenings and weekends for the weeks close to or during an event. The selected applicant must be able to work a flexible range of hours and days. Applicants must be at least 18 years of age
  • Work location– primarily the Anthem Civic Building; outdoors and on-site at special events

ESSENTIAL PHYSICAL REQUIREMENTS

  • Perform physical activities (which may be for extended periods of time) that require considerable use of your arms and legs and moving your whole body, with a full range of motions including walking, sitting, standing, stooping, kneeling, reaching, pushing, pulling, twisting, bending, lifting, and carrying
  • Position requires an ability to exert a minimal force of up to 20 pounds and occasionally up to 40 pounds of force to move or lift objects
  • Must be able to transport oneself not only around the office but around the community facilities and grounds

COMPETENCY REQUIREMENTS

  • Customer Service (internal/external) - Manages difficult or emotional customer situations; responds promptly to customer needs; responds to requests for service and assistance; meets commitments
  • Interpersonal Skills - Maintains confidentiality; listens to others; keeps emotions under control
  • Verbal Communication - Listens and gets clarification; responds well to questions
  • Written Communication - Edits work for spelling and grammar

HOURS

  • Hours are primarily from 8 a.m. to 5 p.m. Monday – Friday. Must also be available to work extended hours to include evenings, weekends, holidays, and Anthem signature events as necessary to ensure proper execution of Special Events and building security support.

OTHER REQUIREMENTS

  • Must possess a valid Arizona driver’s license
  • Duties and responsibilities may change at any time with or without notice
  • This is not an exhaustive list of duties or responsibilities that are required

Contact :

This position reports to the Special Events Manager 
How to apply:

Deadline for Applying : Open until filled