Events Department Assistant

$42,619 - $48,610/Yr

Denver Botanic Gardens - Denver, CO

Full-time - Entry Level

Denver, CO

Museums, Historical Sites, and Similar Institutions

About the position

The Events Department Assistant at Denver Botanic Gardens provides essential administrative support to ensure smooth operations within a fast-paced and detail-oriented environment. This role involves managing records, handling payments, coordinating supplies, and assisting with special projects while delivering excellent customer service to both internal and external stakeholders.

Responsibilities

• Provide administrative support to the Events Department.
• Handle phone inquiries for private events, including processing payments and organizing paperwork.
• Order office and event supplies, apparel, food, and other materials for the department.
• Organize and reconcile client files, both digital and paper records.
• Coordinate department loaned equipment and solicit event photography and videography.
• Submit Jira service tickets for various departmental needs.
• Assist with venue marketing efforts, including photo/video curation and review copy.
• Produce and organize necessary event documentation such as signage and client agreements.
• Run and maintain various reports including workflows and financial summaries.
• Coordinate special event ticketing for private events and oversee special projects as assigned.
• Engage with external stakeholders to uphold institutional policies and ensure smooth event execution.
• Attend meetings and take notes, occasionally entering calendar reservations as requested.
• Maintain a clean and organized office environment and handle all incoming and outgoing departmental mail.
• Assist with event setup and breakdown as needed.

Requirements

• High school diploma or GED required.
• Minimum of 2 years of experience in office administration.
• Proven experience in a fast-paced environment, preferably in hospitality or event industry.
• Advanced skills in Microsoft Suite products, especially Word, Excel, Outlook, and Teams.
• Excellent customer service, interpersonal, and communication skills.
• Ability to maintain confidentiality and be detail-oriented.
• Flexibility to modify plans as necessary and stability under pressure.

Nice-to-haves

• Knowledge in basic nonprofit accounting.
• Experience with complex software systems.

Benefits

• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid holidays
• Vacation and sick time
• Retirement Savings Plan with company contribution
• Complimentary Denver Botanic Gardens Membership
• Access to Gardens education classes and summer concert tickets