Event Coordination Assistant

2 weeks ago


Boylston, Massachusetts, United States New England Botanic Garden at Tower Hill Full time
Job Overview

The New England Botanic Garden at Tower Hill is committed to fostering a diverse and inclusive environment, recognizing that diversity in nature enhances the vitality of our gardens. We extend this belief to our workforce, ensuring that our hiring, training, and promotion practices are equitable and inclusive, irrespective of race, religion, gender, disability, age, or any other protected status as mandated by law.


While vaccination for Covid-19 is not a requirement for our staff, we encourage everyone to stay updated with vaccinations to ensure the safety of all.


The Event Coordination Assistant plays a crucial role in supporting the mission of NEBG by contributing to a welcoming and diverse atmosphere. Responsibilities include:

  • Providing a warm welcome to all clients and visitors.
  • Respecting the diverse backgrounds and preferences of staff and guests.
  • Utilizing inclusive communication practices.
  • Honoring the pronouns of all individuals.

Key Responsibilities

  • Welcome client representatives, review event timelines, and verify the availability of all contracted services.
  • Oversee the setup and dismantling of event equipment, including tables, chairs, and audio-visual tools.
  • Assist vendors and guests, ensuring smooth operations throughout the event.
  • Guide vendors to adhere to the established schedule.
  • Monitor compliance with Garden policies among guests and vendors.
  • Troubleshoot any issues that arise, particularly with technology used during events.
  • Safeguard keys, buildings, and property, including securing the premises post-event.
  • Understand and follow emergency protocols.
  • Document events through checklists and relevant paperwork.
  • Communicate effectively in both written and verbal forms.

Leadership and Interpersonal Skills

  • Represent NEBG confidently and uphold its policies.
  • Engage with clients and vendors with assurance.
  • Take initiative in supporting event activities.
  • Build rapport with permanent NEBG staff, particularly in facilities and visitor services.

Training and Certification

  • Possess TIPS or ServSafe Alcohol certification; NEBG will facilitate access to training if necessary.

Work Schedule

  • This position is hourly and eligible for overtime. The schedule primarily consists of evenings and weekends, with flexibility to accommodate organizational needs. Shifts typically last around 9 hours, with a 30-minute unpaid meal break for shifts exceeding 6 hours.
  • Event assistants may work between 2 to 6 events monthly and should be available for occasional on-call shifts.

Qualifications

  • Must be at least 18 years of age.
  • A High School diploma or GED is required.
  • Previous experience in customer service, event management, hospitality, or related fields is preferred.

Physical Requirements and Work Environment

  • Ability to lift up to 20 pounds and work outdoors in various weather conditions.
  • Must be capable of bending, squatting, kneeling, standing, and walking for extended periods, as well as navigating uneven terrain and stairs.
  • Proficient in using necessary computer and communication equipment.

Note: The duties outlined above, along with other responsibilities and physical demands, are essential functions as defined by the Americans with Disabilities Act.

Safety Considerations

  • Maintain awareness of surroundings and report any potential safety threats to staff, the public, or NEBG property.
  • Immediately report all accidents and injuries to a supervisor or designated officer.
  • Adhere to the current Employee Handbook, all personnel policies, and the job description requirements.

NEBG at Tower Hill is dedicated to creating an inclusive workplace that values every team member. We strive to reflect and serve our visitors and the communities of Worcester County, Massachusetts, and New England.



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