Events Assistant

The City of North Miami Parks & Recreation Department is searching for a talented and motivated Special Event Assistant to assist the Special Events Supervisor in planning and executing seamless events.

• For in-person events - works hand in hand with service partners to ensure appropriate execution and service delivery in each area of event support catering, audio/video production, security, facilities etc.
• Responsible for sourcing and coordinating required vendors to work on project (i.e., social event activities, set builds or contributors for specific programs).
• Reviewing all Community special event request.
• Communicating with suppliers with regard to scalable payment processes and contracting
• Managing guest lists for all events and liaising with multiple teams to ensure that they have up-to-date information and that entry requirements are adhered to.
• Reviews on-site needs and re-confirms or clarifies any areas of concern prior to event.
• Day of event support to include: being onsite during events, troubleshooting issues and escalating any advanced needs to the appropriate internal partner.
• Communicates any pertinent adds/changes (i.e.: guarantee changes, schedule changes)
• Responsible for compiling reports, tracking numbers and event metrics related to on-site events including post-event data.
• Outstanding vendor management skills.
• Strong communication and interpersonal skills.
• Must be capable of prioritizing tasks when detailing multiple events simultaneously while maintaining high quality expectations.
• Addresses complaints and resolves problems while remaining calm under pressure and maintaining exemplary customer service.
• Coordinates with clientele as assigned to create production schedule and room layouts based upon event needs and revise as necessary.
• Determines timing and event requirements based upon client requests and meet and enforce deadlines with limited supervision.
• Calculates and provides clients estimates of potential costs incurred throughout planning process and execution of events.
• Provides onsite coordination to ensure smooth execution of events, including real-time management and troubleshooting.
• Ensures that setup of in-house and/or 3rd party equipment is in accordance with lease requirements and follows safety standards as related to fire and health codes.
• Ability to quickly and effectively relay time-sensitive information to relevant parties.
• Directs the work of contract personnel including, but not limited to ushers, security guards, caterers and decorators, and indirectly supervises all event support staff.
• May be assigned as secondary contact for large-scale events and conferences.
• This position may require prolonged periods of standing and walking.

The Special Events Assistant will need 2 years or more of experience and be responsible for planning, coordinating and implementing city and community events. Must have a valid driver's license. Bachelor's degree in field is desired but not required. The position will require some physical labor, applicant must be able to bend and lift up to 30 pounds.

• Knowledge of design principles;
• Knowledge of municipal government operations;
• Knowledge of event planning methods and principles;
• Skilled in prioritizing, organizing, and managing multiple simultaneous projects;
• Skilled in preparing clear and concise reports, including oral, written, and audio/visual presentations;
• Skilled in applying independent judgment, personal discretion, and resourcefulness in interpreting and applying guidelines;
• Skilled in gathering and analyzing information and making recommendations based on findings and in support of organizational goals;
• Skilled in operating a computer and related software applications;
• Skilled in communicating effectively with a variety of individuals.