Events Department Assistant

Denver Botanic Gardens • Denver, CO

6d • $22 - $25 • Onsite

About The Position

This position provides administrative support to the Events Department, handling a variety of tasks to ensure smooth operations in a fast-paced, highly detailed environment. This role supports department leadership, maintains organized records, handles payments and reconciliation, manages supplies, and assists with special projects as needed. Additionally, this role helps ensure a well-maintained office environment and provides written and verbal customer service to both internal and external stakeholders. This position requires the ability to prioritize tasks well. It uses excellent time management skills, superb attention to detail, and advanced software skills to keep the department flowing at its highest efficiency. A professional, positive and composed demeanor is required, specifically during high stress situations, modeling an emotional maturity to teammates and our guests using sound judgement and discretion.

Requirements

• Advanced skillset for use of Microsoft Suite products, specifically Word, Excel, Outlook and Teams.
• Must be a self-motivated team player with the ability to meet deadlines and approach projects proactively.
• Must be able to maintain confidentiality of information.
• Must be detail oriented and flexible.
• Ability to learn complex software systems quickly and thoroughly is required.
• Knowledge in basic nonprofit accounting.
• Must be comfortable working in an open office environment.
• Must have proven excellent customer service, interpersonal, and communication skills in dealing with the public.
• Ability to maintain stability under pressure and able to deal well with stressful situations.
• Ability to be flexible and willing to modify plans when necessary, throughout the day.
• Ability to work a flexible schedule, including evenings, weekends and/or holidays.
• Knowledge of Microsoft Suite products, specifically Word, Excel and Outlook and Teams.
• Ability to work overtime as necessary.
• Must be a positive representative of the Gardens both internally and externally at all times.
• Must work with respect and cooperation at all times with fellow employees and the public.
• Must be committed to working safely at all times.
• High school diploma / GED and/or combination of education and equivalent experience is required.
• Minimum of 2 years of experience in office administration.
• Position requires a valid driver’s license.

Nice To Haves

• Prior experience in a fast-paced environment in the hospitality or event industry strongly preferred.

Responsibilities

• Phone responsibility for private events, including answering inquiries, processing payments/invoices, and organizing related paperwork.
• Orders office and event supplies, apparel, food, and other materials for the department.
• Organizes and reconciles client files including both digital and paper records.
• Responsible for coordinating department loaned equipment.
• Solicits event photography and videography, associated credits, and reviews from existing client events.
• Submits Jira service tickets on behalf of department including but not limited to Marketing, IT, Operations, and Volunteer Services.
• Assists with venue marketing efforts including but not limited to photo/video curation, review copy, and external websites.
• Produces and organizes necessary event documentation including but not limited to signage, event diagrams, client agreements, cancellation forms, etc.
• Runs and maintains various reports including but not limited to workflows, internal analysis, calendar availability, attendance, benchmarking, and financial summaries.
• Coordinates special event ticketing for private events.
• Oversees special projects as assigned.
• Engages with external stakeholders on behalf of the Events Department to uphold institutional policies, ensuring positive relations and smooth event execution.
• Attends and takes notes for a variety of meetings.
• Occasionally enters calendar reservations for institution, as requested.
• Occasionally makes trips offsite for departmental needs.
• Provides customer service to staff, volunteers, and event attendees across various communication channels.
• Maintains a clean and organized office environment, including regular cleaning and tidying of common areas, workspaces, and meeting rooms.
• Handles all incoming and outgoing departmental mail.
• Processes, tracks, and submits invoices in accordance with established procedures and timelines.
• Prepares event materials, including binders and clipboards for public events.
• Collects, tracks, and compiles monthly attendance data for public and private event.
• Organizes and coordinates meals for volunteers and staff across a variety of events.
• Occasional early morning, evening and weekend work may be required as needed.
• Assists with event set up and breakdown as needed and provides support during events.
• Regular attendance at the worksite is required.
• All Gardens employees must be committed to the mission of connecting people with plants, especially plants from the Rocky Mountain region and similar regions around the world, providing delight and enlightenment to everyone.

Benefits

• Denver Botanic Gardens has an incredible benefits package for eligible employees!
• Our major benefits include a choice of Medical Plans, a Dental and Vision Plan and Life Insurance Plan.
• We have a Flexible Spending Account (FSA) and a Healthcare Spending Account (HSA).
• The Gardens offers a generous Retirement Savings Plan with Company contribution of 6% after one year of service for eligible participants.
• The Gardens also offers paid holidays, vacation, sick time, and access to personal lines of insurance.
• Additional benefits include short-term and long-term disability coverage, an Employee Assistance Program (EAP) and an RTD ECO pass.
• For eligible employees, The Gardens employment also includes a complimentary Denver Botanic Gardens Membership, access to Gardens education classes and summer concert tickets.
• Come work for a place that offers you SO much more than just a paycheck!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED