Special Event Assistant

Under the supervision of the Special Event Recreation Supervisor. We are seeking a dedicated Special Event Assistant to support the planning and execution of special events. This role involves working closely with other city departments, vendors to negotiate and execute contracts, determining logistics of events, and assisting with scheduling staff to work the events.

• Assist in the daily operations for planning events, gathering supplies, etc.
• Assist supervisor at community events and ability to oversee the logistics, details, and coordination of events as needed with support from other recreation and parks department staff and/or Recreation Supervisor.
• Collaborate with the Special Events Supervisors to plan out the City’s Community Events.
• Uphold and enforce safety procedures; respond to emergencies in accordance with established protocols.
• Maintain cleanliness and organization of event spaces and storage.
• Provide information to vendors regarding needs and logistics of the event.
• Perform administrative duties open purchase orders, execute contracts, and pay invoices.
• Assist with cleanup work area after completion of event
• Deliver courteous, professional customer service; address and resolve inquiries or concerns from the public.
• Assist Recreation Supervisor with the special event permit process—Private groups that apply to host special events in our parks or public spaces
• Collaborate and build professional relationships with city departments, external community organizations, businesses, sponsors, and vendors.
• Perform other duties as assigned by supervisory staff, including the Recreation Supervisor, Recreation Program Manager, Deputy Director, or Director of Recreation and Parks.

• Strong background in planning, logistics, facility scheduling, and event coordination.
• Ability to interpret and apply policies, procedures, rental agreements, and safety standards.
• Proven leadership with strong communication, problem-solving, and emergency response capabilities.
• Able to manage multiple projects and deadlines with professionalism and a commitment to continuous improvement.

• 21 years of age or older.
• High school diploma or equivalent.
• Possession of a valid State of Ohio driver’s license with an acceptable driving record.
• Experience in a municipal or recreation facility environment preferred.
• Excellent communication, interpersonal, and problem-solving skills.
• Strong organizational skills and attention to detail. Proficiency with facility scheduling or reservation software. Experience in Rec Trac preferred.
• Ability to work independently and collaboratively in a fast-paced environment.
• Possession of or ability to obtain American Red Cross CPR/AED for the Professional Rescuer certification (training may be provided by employer).
• A background check free of felony convictions.
• Minimum of two (2) years of experience in customer service, event coordination, or facility reservations required.

• Ability to move throughout the facility to conduct tours and oversee setups.
• Lift and move heavy materials, ability to bend, stand, and work in outdoor and indoor environments.
• Work is performed in a combination of office and recreation facility environments.

This is a part-time position requiring 20-25 hours per week. The standard work schedule will include weekday daytime hours, with some evening and weekend shifts to accommodate facility rentals, tours, and events. The schedule may vary based on the facility calendar, seasonal demands, and community programming needs. Flexibility to adjust hours for weekend events or special functions is required.