Special Events Assistant

4 weeks ago

Waukesha, United States City of Waukesha Full time

Assists in providing Community Special Events. Serves in a supervisory capacity for special events. Is responsible for the management of safety practices and ensuring the implementation of high-quality events. Works under the general supervision of the Special Events Coordinator. Supervision may be exercised over staff and volunteers.

Title: Special Events Assistant
Reports to: Special Event Assistant
Wage: $17.00 per hour

Sample - Schedule

Weekly Prep Hours - 2 hours per week (flexible - between the hours of 8:00 and 4:30 pm) plus event time

January: 26.5 hours (8 hours prep + 18.5 event time)

Friday, January 19, 2:00pm to 10:00pm (8 hours - JanBoree Lowell Park)

Saturday, January 20, TBD ( - JanBoree Lowell Park)

February: 8 hours (8 hours prep)

March: 8 hours (8 hours prep)

April: 16 hours (8 hours prep + 8 event time)

Sunday, April 7, 7:00am to 3:00pm (8 hours - Trailbreaker)

May: 8 hours (prep)

June: 21 hours (8 hours prep + 12.5 event time)

Tuesday, June 11, 2:30pm to 10:30pm (8.0 hours - Tribute Concert, Cutler Park)

Monday, June 17, 5:00 to 10:00 pm (5 hours - Movies in the Park, Cutler Park)

July: 30 hours (8 hours prep + 22 event time)

Monday, July 3, 2:00 pm to 11:00 pm and/or July 4, 8:00am to 2:00pm (6 hours - Parade)

Tuesday, July 9, 2:30 pm to 10:30pm (8 hours - Tribute Concert, Cutler Park)

Monday, July 15, 5:00 to 10:00 pm (5 hours - Movies in the Park, Cutler Park)

August: 41 hours (8 hours prep + 33 event time)

Tuesday, August 13, 2:30 pm to 10:30pm (8 hours - Tribute Concert, Cutler Park)

Thursday, August 19, 5:00 to 10:00 pm (5 hours - Movies in the Park, Cutler Park)

Thursday, August 22, 4:00 to 10:00 pm (6 hours - Beer Gardens)

Friday, August 22, 4:00 to 10:00 pm (6 hours - Beer Gardens)

Saturday, August 24, 2:00 to 10:00 pm (8 hours - Beer Gardens)

September: 55 hours (8 hours prep + 37 event time)

Thursday, September 5, 4:00 to 10:00 pm (6 hours - Beer Gardens)

Friday, September 6, 4:00 to 10:00 pm (6 hours - Beer Gardens)

Saturday, September 7, 3:00 to 10:00 pm (7 hours - Beer Gardens)

Tuesday, September 10, 2:30pm to 10:30pm (8 hours - Tribute Concert, Cutler Park)

Friday, September 20, 4:00pm to 11:00pm (7 hours - Oktoberfest, Frame Park)

Saturday, September 21, 2:00pm to 11:00pm (9 hours - Oktoberfest, Frame Park)

Monday, September 23, 8:00 am to Noon (4 hours - Oktoberfest)

October: 8 hours (8 hours prep)

November: 16 hours (8 hours prep + 8 event time)

Saturday, November 9, 12:00pm to 8:00pm (8 hours - Operation Honor)

December: 8 hours (8 hours prep)


Major Duties and Responsibilities:

  • Assists in hiring staff/volunteers for events.
  • Works with Special Event Coordinator to help organize, coordinate and lead the implementation of community activities.
  • Works with vendors to obtain prices, equipment and supplies.
  • Responsible for event readiness including site and facility inspections.
  • Assists in ensuring proper supervision of event.
  • Performs even set-up and take down.
  • Responsible for on-site public relations at Special Events. Appropriately handles questions and concerns at the site. Observes, enforces and explains all facility rules and regulations.
  • Assist in the implementation of financial procedures, ensures consistency in WPRF operational standards.
  • Responsible for verifying staff/volunteer hours. Completes and submits the hours each week to Special Event Coordinator.
  • Attends and provides all in-service training, ongoing evaluations and staff/volunteer trainings. Is responsible for programming including communication, scheduling staff volunteers. Review current staff manual.
  • Ensures implementation of the facility/site emergency action plans and facility/site rules.
  • Communicates equipment and supply needs to the Waukesha Parks, Recreation and Forestry Department.
  • Ensures that the staff/volunteers follow proper procedures. Prepares, submits records and reports as needed.
  • Reports immediate concerns to Special Event Coordinator.
  • Completes event evaluations.
  • Carries out additional duties as may be assigned.


Position Qualifications

  • Must be at least 18 years of age or older
  • Must hold current American Red Cross CPR, First Aid and AED certification or can obtained through the department within the first year of employment)
  • Prefer knowledge of concession stand operations, cash handling and safe food handling procedures.
  • Ability to assign duties and supervise personnel, volunteers and contractual entertainment.
  • Prefer college or university graduate with training in business, marketing, recreation or related area.

The City of Waukesha is an Equal Opportunity Employer

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