Event Assistant, Part-Time

Greater Philadelphia Cultural Alliance; Philadelphia (Philadelphia County); On-site; USD 40,000 - 55,000; Full time

Job summary

Greater Philadelphia Cultural Alliance seeks an on-site Event Assistant to coordinate client events from set-up to break down, handling logistics, catering, AV, décor and entertainment. The role requires friendly coordination with vendors and internal teams to ensure seamless events.

You will maintain safety, deliver excellent service, and prepare event reports. Flexibility to work evenings, weekends and holidays is essential in this fast-paced environment at Philadelphia campuses.

Qualifications

• High school diploma, equivalency or higher education.
• Must be client / customer service oriented, preferably with experience in a hospitality or special events venue
• Excellent verbal, written and interpersonal skills
• Sharp attention to detail with strong organizational skills
• Ability to organize details with minimal supervision
• Ability to work collaboratively with various departments
• Ability to prioritize multiple tasks in a fast-paced, changing environment
• Ability to manage the workload for multiple clients simultaneously

Responsibilities

• The Event Assistant will execute client events from set-up to break down, including coordinating logistics, setup arrangements, and special requirements (catering, audio visual, general operations, décor and entertainment).
• Serve as a liaison for external vendors and internal staff including catering staff, docents, GPS, volunteers, gift shop, entertainment, etc.
• Maintain safety and security of guests and the facility.
• Use and encourage high levels of customer service.
• Report on events' success via an event report that is distributed.
• Must be willing and able to work evenings, weekends and holidays.
• Demonstrate a record of event coordination and/or customer service; be resourceful, organized, and proactive in advocacy for the facility.

Skills

Customer service

Verbal communication

Written communication

Interpersonal skills

Attention to detail

Organizational skills

Self-management

Collaborative work

Prioritization

Multi-client workload

Education

High school diploma or equivalent

Job description

Primary Function:On-site event coordination and management

Job Qualifications:

• High school diploma, equivalency or higher education.
• Must be client / customer service oriented, preferably with experience in a hospitality or special events venue
• Excellent verbal, written and interpersonal skills
• Sharp attention to detail with strong organizational skills
• Ability to organize details with minimal supervision
• Ability to work collaboratively with various departments
• Ability to prioritize multiple tasks in a fast‑paced, changing environment
• Ability to manage the workload for multiple clients simultaneously

Clearances:Criminal Background-National

PhysicalActivities to Perform Essential Functions:To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Physical Requirements:Lifting up to 30 lbs. Standing and circulating extensively during client events.

Vision Requirements:This position requires extended time on the computer.

Communication Requirements:Clearly communicate in person, by phone, and by video conference. Communicate with others in conversational and written English.

Working Conditions: Position operates in the foundation's buildings and on the foundation's grounds at Philadelphia campus.

Job Responsibilities:

The Event Assistant will execute client events from set‑up to break down. This will include the following responsibilities:

• Assists the Event department with external clients, public programs and internal events coordinating logistics, set‑up arrangements, and special requirements (i.e. catering, audio visual, general operations, décor and entertainment).
• Serves as a liaison for external vendors and internal staff including catering staff, docents, GPS, volunteers, gift shop, entertainment, etc.
• Maintains safety and security of guests and the facility
• Uses and encourages high levels of customer service
• Reports on events' success via an event report that is distributed.
• Must be willing and able to work evenings, weekends and holidays.
• The ideal candidate will have a demonstrated record of event coordination and/or customer service. They are resourceful, have excellent communication skills, organized, a good problem solver and are comfortable advocating for the facility above all else.

1. Accountability:

• a. Prepares for work assignments and meetings,
• b. Conducts thorough fact‑finding, decision‑making and/or follow through,
• c. Admits mistakes and errors and informs others when one is not able to meet a commitment.

2. Job Quality:

• a. Dependably demonstrates job knowledge necessary for the position,
• b. Produces timely, accurate, high quality work output,
• c. Prioritizes work responsibilities effectively and produces work quantity expected for the role.

3. Service:

• a. Identifies problems and collaborate with others to devise and create effective solutions.
• b. Interacts and communicates with fellow employees in a manner that promotes a harmonious and cooperative working environment in accordance with our Core Values.
• c. Facilitates open communication and keeps an open mind about new ideas.
• a. Sets a good example for others,
• b. Demonstrates ethical decision‐making and communication,
• b. Shows a proactive, inclusive, helpful, and respectful attitude to colleagues, guests and others,
• c. Takes initiative to contribute to diversity, equity, inclusion, and accessibility initiatives.

High school diploma, equivalency or higher education.