Summary

The Part-time Special Events Assistant is responsible for supporting the planning, coordination, and execution of special events hosted by the organization. They are also responsible for assisting in and working with the Volunteer Coordinator to recruit, train and evaluate event volunteers. This role requires excellent organizational skills, attention to detail, and the ability to effectively communicate with team members, vendors, and event attendees.

Qualifications

• Must be at least 18 years of age
• Minimum of 1 year of experience in event planning or a related field.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills, both written and verbal.
• Ability to work independently and as part of a team.
• Proficient in Microsoft Office Suite and project management software.
• Knowledge of park and recreation programming a plus.
• Must be able to work flexible hours, including evenings and weekends.

Supervision

The Special Events Assistant reports to the Special Events Coordinator.

Classification

• Non-Exempt, hourly
• Part-time 1 (not to exceed 29 hours per week)

Training – Can be obtained through the Champaign Park District

• First Aid, AED, and CPR Certification
• Heads Up Concussion training
• Mandated reporter training
• Harassment prevention training
• Bloodborne pathogen training
• Recreation software system training
• Drivers training and test
• Facility training

Essential Functions

• Follow all Champaign Park District safety policies and perform all work in a manner that ensures the safety of oneself, the public, fellow employees.
• Demonstrate a high level of professionalism and discretion in all interactions, including maintaining strict confidentiality regarding staff information, communications from supervisors, and conversations with parents or patrons. Uphold the Park District’s policies and standards for data privacy and confidentiality at all times.
• Assist in planning and executing various park district events, including festivals, and concerts.
• Collaborate with the event planning team to develop event concepts, themes, and objectives.
• Research and select venues, vendors, and entertainment, contributing creative ideas to enhance the event experience.
• Develop and manage project timelines, budgets, and resource allocation for assigned events.
• Coordinate logistical aspects such as scheduling, vendor coordination, equipment rental, and setup/breakdown.
• Manage event-related documentation, including guest lists, RSVPs, and registration forms.
• Provide administrative assistance in preparing event agendas, schedules, and briefing materials.
• Assist with event setup, including seating arrangements, decor, and signage.
• Coordinate registration and check-in processes, ensuring a smooth experience for attendees.
• Provide on-site support during events, addressing issues, and ensuring adherence to timelines and protocols.
• Develop promotional materials to drive attendance and engagement.
• Track and analyze event metrics to inform future marketing strategies.
• Evaluate event success and provide feedback for future improvements.
• Collaborate with stakeholders to assess event outcomes and make necessary adjustments.
• Collaborate with the Volunteer Coordinator to identify, assess, and manage volunteer opportunities, ensuring alignment with organizational objectives.
• Develop and execute marketing strategies and campaigns to attract volunteers, utilizing both online platforms and in-person engagement at volunteer fairs and events.
• Comply with equal opportunity and harassment laws, policies and procedures.
• Other duties as assigned.

Physiological Considerations

• The activities required to fulfill the duties of this position are physical in nature. These activities may include, but are not limited to, the following:
• Moving around park grounds and building space including uneven surfaces and stairs.
• Long shifts depending on the special event
• Lift up to 50 pounds as part of set-up, tear-down and moving equipment during the course of a special event

Environmental Considerations

• Most work is in indoor environment. Occasional work may be in outside weather conditions including extremes of heat, cold, wet, and dry. Any one of these endeavors may occur for an entire workday or for several workdays in a row.

The Champaign Park District is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or veteran status. We are committed to providing a workplace that is free from discrimination and harassment of any kind. All employees are required to comply with our equal opportunity and harassment laws, policies, and procedures.