Events Department Assistant

About Denver Botanic Gardens

Green inside and out, Denver Botanic Gardens was founded in 1951 and is considered one of the top botanical gardens in the United States and a pioneer in water conservation. Accredited by the American Alliance of Museums, The Gardens has a robust living plant collection, natural history collection and art collection along with temporary art exhibitions. The Gardens is a dynamic, 24-acre urban oasis in the heart of the city, offering unforgettable opportunities to flourish with unique garden experiences for the whole family – as well as world‑class exhibitions, education, and plant conservation research programs.

For more information, visit us online anicgardens.org.

• Sustainability
  :
  We are devoted to an institutional, environmental and human sustainability.
• Diversity
  :
  We champion inclusion, diversity, equity and accessibility for all we encounter, and also support programmatic, ecological and plant diversity.
• Transformation
  :
  We believe ever‑evolving public gardens change the world and lead to positive transformation of human spirit and knowledge.

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.

• 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, work spaces, 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 events.
• Organizes and coordinates meals for volunteers and staff across a…