Events Coordinator Assistant

The Events Coordinator Assistant is responsible for assisting with planning, developing, coordinating and executing an operational management plan for NOVA Parks event rental sites.

Pay Rate: $14.50 per hour

Major Duties/Specific Tasks

• Respond to verbal and written inquiries for information about NOVA Parks rental facilities.
• Work closely with in-house site and Catering staff as well as outside event staff.
• Assist with planning and participation in wedding shows, open houses, and other facility marketing outreach.
• Provide information on various events.
• Reserve required space/facility and ensure readiness for event.
• Serve as liaison between renters and NOVA Parks in the absence of the Facility, Park Manager and Events Coordinator; oversee events.
• Respond to inquiries for reservations and book reservations.
• Promote and market rental facilities by providing information on other facilities and rental options.
• Actively develop new sales leads.
• Correspond with clients to confirm reservations, to initiate prompt payment and/or to make special arrangements as requested or required; communicate those needs with management.
• Receive and/or process payments, issue receipts, prepare other documentation as needed.
• Generate standard reservation permits and contracts.
• Operate personal computer to prepare correspondence and/or reports.
• Compile detailed activity reports to include: bookings, cancellations, deposits, payments, sales projections and leads.
• Order and maintain needed supplies.
• Prepare various statistical reports.

Minimum Qualifications

• Graduation from high school.
• Availability to work a flexible schedule including most weekends during wedding season.
• Ability to perform routine custodial duties such as cleaning restrooms and stocking supplies, sweeping floors and helping with preparation and clean-up of special events.
• Knowledge of principles, methods, and practices involved in Event Facility Management preferred but not required.
• General knowledge of marketing principles and techniques with ability to assist with the development and implementation of an effective, results-driven promotional plan.
• Knowledge of reservation practices and procedures.
• Knowledge of basic event catering functions.
• Ability to develop and maintain effective relationships with co-workers, and partnerships with outside vendors/contractors/associations.
• Considerable ability to identify and isolate problems and to initiate appropriate actions.
• Considerable ability to deal courteously and effectively with the public and special interest groups, and to provide a strong, positive public relations program; w/considerable ability to interpret and explain NOVA Parks policies, rules, and procedures to employees and to the public.
• Considerable ability to communicate clearly and effectively with ability to prepare and present accurate reports.
• Working knowledge of personal computers and various software applications.
• Possession of or ability to obtain and maintain driver's license with safe driving record.
• Availability to work evenings and weekends at special events and/or ceremonies.
• Ability to obtain food service certification.
• Certification or ability to obtain certification in CPR and First Aid.

PI283619360