Special Events Assistant
Reports to: Special Events Manager
Status: Part-time, Hourly, 21 hours a week
Additional hours required in preparation for major festivals
Position Summary: The Special Events Assistant works in close collaboration with the Special Events Manager to support the planning and execution of all Center events and festivals. This position focuses primarily on logistics, coordination, and administrative support for all
Center events ensuring events run smoothly and efficiently.
Responsibilities:
• Assist with event planning, project coordination, scheduling, and timeline management.
• Assist with and participate in event setup, staging, and breakdown activities.
• Support sponsor fulfillment and donor recognition initiatives.
• Track expenses, reconcile invoices against approved budgets, and prepare financial reports and supporting documentation for review.
• Assist with vendor communications, schedules, contracts, certificates of insurance, and payment processing in support of the Special Events Manager.
• Assist with volunteer recruitment, scheduling, orientation, and communication.
• Assist with event materials, signage, supplies, equipment, and event inventory.
• Provide on-site event support, including setup, troubleshooting, breakdown, and coordination with vendors and contractors during event operations.
• Maintain event records, communications, attendance data, and supporting documentation; compile information for post-event reports and evaluations.
• Serve as event lead for assigned smaller events, managing logistics, timelines, and on- site execution.
• Attend event committee meetings and internal planning meetings as required.
• Perform other duties as assigned.
Qualifications and Work Experience:
• Associate’s or Bachelor’s degree in event management, hospitality, marketing, communications, business administration, or a related field preferred.
• Experience coordinating vendors, event logistics, hospitality services, or customer- facing activities preferred.
• Experience coordinating event budgets, processing invoices, and tracking expenses preferred.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Strong verbal, written, and interpersonal communication skills with the ability to interact professionally with donors, sponsors, volunteers, vendors, and staff.
• Demonstrated ability to follow direction, receive feedback, and contribute to the development and successful execution of events and programs.
• Ability to work independently while collaborating effectively as part of a team in a fast-paced, deadline-driven environment.
• Experience recruiting, coordinating, training, and motivating volunteers or volunteer groups preferred.
• Strong organizational and project coordination skills, with the ability to manage multiple priorities and deadlines simultaneously.
• Excellent attention to detail, particularly in budget tracking, expense management, scheduling, and event logistics.
• Ability to anticipate needs, solve problems, and adapt quickly during event planning and execution.
Working Conditions & Physical Demands:
• Ability to communicate effectively in person, by telephone, and in writing using a computer and other standard office equipment.
• Ability to remain seated or standing for extended periods and move throughout event venues as needed.
• Ability to lift, carry, and move event materials, equipment, and supplies weighing up to 25 pounds.
• Ability to bend, stoop, reach, and perform other physical activities necessary to support event setup, execution, and breakdown.
• Ability to assist with hands-on event operations, including room setup, décor placement, food and beverage presentation, and other event-related logistics.
• Valid driver’s license and reliable transportation required.
• Availability to work evenings and occasional weekends as required by event schedules.
• Ability to work extended or non-traditional hours during major events and festivals.
Benefits:
Thomasville Center for the Arts does not provide benefits for part-time employees at this time.
Compensation: $18.00/hr
To apply, please submit a full application, resume, and letter of interest including salary requirement and available start date to bkreamer@thomasvillearts.org.
Thomasville Center for the Arts is an Equal Opportunity Employer. Applicants who contribute to the diversity of our organization are encouraged to apply.
