Event Coordinator Assistant

State of Montana•Helena, MT

3d•Onsite

About The Position

The Event Venue Assistant supports the successful execution of events by assisting with venue setup, coordinating logistics, and providing professional customer service to event clients, vendors, and guests. This role helps ensure all event spaces are clean, safe, well-prepared, and operated to a high standard. The position requires excellent communication skills, strong attention to detail, and the ability to work collaboratively in a fast-paced, guest-facing environment.

Requirements

Strong interpersonal and communication skills with a professional and welcoming demeanor
Attention to detail
Ability to lift, move, and carry up to 50 pounds
Ability to work evenings, weekends, and varying schedules based on event needs
Ability to prioritize tasks, follow direction, and work both independently and as part of a team
Ability to work collaboratively in a fast-paced, guest-facing environment
Bachelor’s degree in business administration, hospitality management, tourism management, marketing, communication
One year of experience in events, hospitality, customer service, catering, or a related field
Other combinations of education or experience may be substituted
Extended periods of standing, walking, bending, lifting, and performing physical tasks
Variable hours based on event scheduling which will include nights and weekends (rotating basis)
Frequent interaction with the public, event clients, vendors, and staff
May require eight (8) or more hours a day
May require more than a 20-hour workweek

Nice To Haves

Basic familiarity with room setup, venue operations, or event logistics
Basic AV setup is a plus but not required.
Event operations, conference services, or facility coordination
Using room diagramming software or event-planning tools

Responsibilities

Assist with event setup and teardown, including arranging tables, chairs, staging, AV equipment, and décor according to event requirements and venue standards.
Create and revise room diagrams and layouts using venue-approved software or templates.
Greet and manage event vendors, including caterers, rental companies, and other service providers; ensure vendor compliance with venue policies and timelines.
Provide day-of-event support by welcoming event organizers, answering logistical questions, and ensuring the venue is prepared and responsive to needs throughout the event.
Monitor and respond to janitorial or facility needs during events, including coordinating with custodial or facilities teams as required.
Perform light laundry duties, such as washing, steaming and organizing table linens, when necessary to support event turnover.
Assist in monitoring venue cleanliness, organization, and safety standards across all event spaces.
Maintain event supplies and support inventory management (linens, signage, equipment, etc.).
Serve as a point of contact during assigned events, ensuring smooth communication between the venue, clients, and vendors.
Support the Event Venue Manager with other operational tasks as needed.