P/T Event Assistant

Distinguishing Characteristics:
Under the direction of the Community Services Coordinator, the Event Assistant supports the planning, coordination, and execution of events. Duties include administrative support, outreach to potential sponsors, researching grant opportunities, networking, event set up and breakdown, coordinating with vendors and sponsors, work with other event staff and volunteers, and ensuring a great experience for those participating in events. Employees in this position average 15-20 hours per week during the year, with a maximum of 950 hours.

This position is responsible for assisting customers with general event questions, vendor registration, sponsorship inquiries, ensuring deliverables are tracked and completed, assisting with event setup and breakdown, and helping ensure City facilities are prepared and operated in accordance with established procedures.

The Event Assistant serves as a point of contact for vendors, sponsors, and community members. Through strong customer service, attention to detail, and operational support, this position contributes to the successful delivery of community festivals and events.Examples of Duties
Duties may include, but are not limited to:

Event Planning & Operations

• Assist with planning, organizing, and implementing special events, meetings, and community programs.
• Support event logistics, including setup and breakdown, registration, signage, equipment, and supplies.
• Coordinate with vendors, volunteers, staff, and community partners to support event operations.
• Monitor event activities and troubleshoot routine issues, referring concerns to the event coordinator as appropriate.

Customer Service & Public Interaction

• Greet and assist event attendees and participants and respond to questions regarding events and programs.
• Establish and maintain cooperative relationships with staff, volunteers, vendors, community partners, and the public.
• Assist with participant registration, attendance tracking, surveys, and event evaluations.

Marketing & Community Outreach

• Assist with event marketing and promotional efforts, including flyers, event calendars, social media content, and community outreach.
• Assist with sponsor and donor recognition activities.

Administrative & Funding Support

• Perform administrative duties including data entry, filing, scheduling, and maintaining event records.
• Assist with sponsorship activities, including preparing materials, tracking commitments, and coordinating sponsor benefits.
• Assist with grant research, applications, documentation, and reporting as assigned.

Safety & Facility Operations

• Follow organizational policies, safety procedures, and applicable regulations.
• Assist with maintaining event venues in a clean, organized, and safe condition and restoring facilities following events.
• Assist with organizing, transporting, and maintaining event equipment and supplies.

Other Duties

• Attend required meetings and trainings.
• Assist with special assignments related to community outreach when assigned.
• Perform other duties as assigned in support of Departmental operations.
• Maintain prompt and regular attendance.

• One (1) year experience in customer service, event support, recreation, hospitality, community programs, or administrative support.
• High School diploma or equivalent.
• Must be 18 years of age or older.
• Must be available to work a flexible schedule, including evenings, weekends, holidays, and all special events.
• Possession of a California Class “C” driver’s license is desired.
• Possession of, or ability to obtain, a First Aid/CPR/AED certification within six (6) months of employment.

Physical Requirements & Working Conditions:
Prolonged standing, walking, sitting, bending, reaching, lifting, carrying, pushing, and pulling. Ability to lift and move equipment, tables, chairs, and supplies weighing up to 50 pounds. Ability to work both indoors and outdoors for extended periods. Work is performed in office, community facility, athletic field, and event environments. Employees may be exposed to varied weather conditions, noise, crowds, and frequent public interaction.

Training Requirements
Training will be provided for the successful candidate for their role as an Event Assistant.

Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications for entry into the class and do not necessarily convey the qualifications of the incumbents within the position.

Additional Supplemental Information:
Candidates that meet the department's desired qualifications will be invited for an oral board interview. The City will send an email to those candidates with details regarding the oral board interview.