Events Assistant

Position Overview

The Events Assistant is an integral part of The Gables’ public and private event management team. This role is responsible for assisting the Special Event Manager with event planning, customer relations, financial reconciliation, and day-of event management. Events include, but are not limited to weddings, meetings, public programming such as lectures and performances, and internal use. In addition, the position will support the Development Department’s planning and execution of fundraising events. This position is from March through October.

Essential Job Functions:

Event planning:

• Meet with potential clients to explain possible facility uses, parameters, and pricing.
• Issue invoices for deposits and rental fees.
• Coordinate with vendors for scheduling and payment.
• Assist with entering payments, deposits, and reservations into the event and rental management software.
• Support the fundraising efforts and logistics execution for fundraising events. Duties include helping to plan and execute events. drafting and tracking sponsor and gift solicitations, vendor and guest communication, list management, benefits fulfillment, and other duties assigned. This includes 3 major annual fundraisers and other smaller cultivation events throughout the year.

Day of event:

• Assist with set-up and breakdown which includes but is not limited to stanchions, chairs, tables, refreshments, and signage.
• Direct guests to appropriate event space, bathrooms, and other relevant campus locations.
• Ensure that all policies (behavioral, alcohol, non-smoking, noise, building access, etc.) are being followed.
• Manage vendors and guest activities to maintain event timing.

Data management

• Working with the Membership and Gifts Manager, ensure the highest integrity of records for event clients in order for membership and continued stewardship for all clients.
• Maintains records of event attendees, sponsors, and other event related people.

Preparation, knowledge, skills, and ability

• Excellent written and verbal communications skills.
• Attention to detail while working on multiple projects.
• Excellent customer service skills.
• Experience in event management, function rentals, catering and customer service is helpful.
• Experience with Blackbaud Altru a plus (training provided).

Working conditions/physical demands

• The position is based at The House of the Seven Gables and requires working on site.
• The position involves both daytime desk work and evenings or weekend hours to staff events.
• 8-16 hours a week based on scheduled events
• Physical stamina sufficient to stand during entire event time frame excluding rest breaks
• Ability to function during high stress environment, under substantial time pressure
• Ability to work with minimal supervision
• Must be able to work inside and outside even during bad weather
• May need to kneel, crouch, reach, or stretch to perform daily tasks
• May need to occasionally carry or lift moderate weight items of or up to 25 lbs.

Compensation: $15.30/hr.

To apply, please send cover letter and resume to Human Resources Manager & Administrative Officer Jackie Besse at jbesse@7gables.org.

Job Type: Part-time

Expected hours: 8 – 16 per week

Schedule:

• Day shift
• Night shift
• Weekends as needed

Experience:

• Events management: 1 year (Preferred)
• Customer service: 1 year (Preferred)

Work Location: In person