Special Events Assistant

City of Midlothian•Tx 76065, TX

1d•Hybrid

About The Position

The purpose of this position is to provide assistance to the Parks & Recreation Department in the development, planning, preparation, coordination, and execution of special events. This role involves providing on-site event support, coordinating with vendors, assisting with event setup and tear down, creating programming, managing the vendor process, and assisting with purchasing and administrative duties. The position also contributes to promotional material creation, customer service, and maintaining event databases.

Requirements

High school diploma or GED equivalent, is required.
Minimum of two (2) years of event planning or administrative experience is required.
Ability to physically participate in the setup and tear down of rentals and events.
Ability to regularly interact with others and exchange and receive information, providing effective and tactful customer service, and work independently with discretion.
Ability to correctly interpret, explain, and apply laws, rules, operations, practices, procedures, regulations, and policies.
Ability to allocate and utilize limited resources in a cost-effective manner.
Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias, to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions, and measurement and to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.
Advanced ability to interact with people in a professional and congenial manner.
Ability to learn and perform basic operational, technical, and office processes.
Advanced ability to be organized and have efficient management of time and deadlines.
Knowledge, skill, and ability to utilize telephone, fax machines, computers and applicable software daily, including but not limited to, Microsoft Office, Microsoft Outlook, Web RMS, Lasersiche, CivicPlus, CivicRec, Canva, and other required software/applications.
Skilled in data entry and preparing accurate reports.
Advanced ability to communicate in a clear, effective, and concise manner, both orally and in writing.
Ability to follow instructions, safety practices, and perform work accurately and thoroughly which requires performing multiple tasks simultaneously under time pressures and deadlines.
Ability to establish and maintain effective working relationships.
Ability to be punctual and attend work regularly.
Must possess and maintain a valid driver’s license with acceptable driving record as established by the City of Midlothian driving standards.

Nice To Haves

Experience with a parks, recreation, or similar organization is preferred.

Responsibilities

Provides on site event support including coordinating with vendors to ensure timely arrival of services, assisting with barricades and traffic direction/plan, monitoring flow enforcement of safety rules and regulations, and addressing issues as they arise.
Assists with event setup and tear down including but not limited to, tent assembly, décor setup, sign and banner placement, pulling trash, table and chair setup, barricade placement, etc.
Assists in creating activity and entertainment programming for events to include event activities, entertainers/entertainment, and kid’s activities.
Assisting with the vendor process to include event supplies/entertainment and purchasing. This includes outreach, preparing requests for quotes from vendors, scheduling, coordinating the Special Event Permit (SEP) process, and collecting the appropriate paperwork while ensuring on-going communication and managing vendors.
Assists with purchasing, taking inventory, and organizing supplies used for events and other items for the department as assigned. This includes preparing and processing payments and purchase orders for service, fiscal reconciliation, receipt management, and processing various fees, permits, and deposits, which includes providing general statuses and saving and filing accordingly.
Assists with the creation of promotional materials by working with vendors and collaborating with the Communications & Marketing team. This includes social media promos, email, and graphics for the events to engage potential attendees through outreach efforts.
Composes, prepares, reviews, and sends a variety of memorandums, correspondence, reports, data, public notices, transcripts, and various documents, as assigned.
Assists the Special Events team with new ways to enhance cost recovery for the city's special events such as outreach efforts for sponsorships and donations.
Maintains accurate databases and files for events and performs a variety of administrative duties including reporting, preparing event calendars, and managing and scheduling meetings for committees, boards, and peers.
Provides quality customer service skills which includes responding to various inquiries and answering phone calls, emails, and communicating appropriately. This also may include assisting with rental and sports field inquiries and serving as a contact for various city departments, as assigned.
Performs special assignments and research as requested.
Performs all other duties as assigned.