Special Events Assistant

About the role

Reporting to the Director of Special Events, the Special Events Assistant provides essential administrative and production support for a variety of events. The role requires an organized, detail‑oriented individual with strong customer‑service skills and the ability to manage multiple tasks in a fast‑paced environment.

Key responsibilities

• Perform routine administrative tasks, create event contracts and manage reports.
• Oversee photography sessions and coordinate annual pass holders.
• Create banquet event orders (BEOs) and event layouts, and prepare meeting packets.
• Schedule venue tours, client meetings and staff assignments.
• Communicate with clients and vendors by phone and email, answering questions in a friendly manner.
• Manage internal event set‑up, including audio‑visual equipment and building readiness.
• Attend weekly BEO meetings and final walkthroughs as needed.
• Complete errands and other duties related to internal events.

Required profile

• 2+ years of experience in customer service, event planning, office administration or the hospitality industry.
• Ability to multitask, stay professional under high‑stress conditions and maintain a courteous demeanor.
• Basic knowledge of local lodging, attractions, restaurants and destinations.
• Business‑casual dress code and flexible schedule (Tuesday‑Friday with occasional evenings and weekends).
• Outgoing personality and reliable transportation.

Required skills

• Knowledge of Triple Seat Event software.
• Familiarity with Prismm software.

What we offer

• 401(k) retirement plan.
• Flexible work schedule.
• Opportunities to work on diverse events in both indoor and outdoor settings.