Private Events Assistant

New England Botanic Garden; Boylston (MA); On-site; USD 23,000 - 32,000; Part time

Job summary

New England Botanic Garden in Boylston, MA is seeking a Private Events Assistant. This per diem role supports private and public events, with shifts primarily at night and on weekends; flexibility is required as event demand varies throughout the calendar year.

You will greet clients, assist with setup and breakdown of equipment, coordinate with vendors and guests, monitor safety, and maintain accurate event documentation while upholding NEBG policies and inclusive communication.

Qualifications

• Must be at least 18 years old.
• High School diploma or GED required.
• Experience in customer service, event support, or hospitality is preferred.

Responsibilities

• Greet client contacts, review timeline, confirm resources.
• Set up and break down event equipment.
• Greet and direct vendors and guests.
• Ensure adherence to the event timeline.
• Monitor safety and enforce Garden policies.
• Complete checklists and paperwork.

Skills

Customer service

Event support

Hospitality

Education

High School diploma or GED

Tools

TIPS certification

ServSafe Alcohol

Job description

Job Location: Boylston, MA 01505

Position Type: Per Diem

Salary Range: $20.27 - $20.27 Hourly

Position Overview

Private Events Assistants are per diem employees who self-schedules for open shifts supporting NEBG’s private events. There may also be an opportunity to support public events as needed. The position is considered temporary and the need for support can be higher at some points in the calendar year and then taper off at other times.

Responsibilities

• Greet client contacts, review timeline, confirm all contracted resources are available.
• Manage set-up and break-down of event equipment (tables, chairs, audio visual).
• Greet and direct vendors and event guests.
• Cue vendors to adhere to developed timeline.
• Monitor event guests and vendors to ensure compliance with Garden policies.
• Troubleshoot as needed, including any technology provided for the event.
• Responsible for security of keys, building, and property. This may include securing the building and property at night after an event.
• Know and follow emergency protocol.
• Documentation of event through checklists and paperwork.
• Must be able to communicate clearly in writing and in conversation.
• Be welcoming to all staff and the public.
• Be respectful of staff differences and preferences.
• Use gender neutral communication styles.
• Respect everyone’s pronouns.
• Work with an awareness of surroundings and vigilant to any possible threat to the safety of staff and the public, or to NEBG property. Ensure all concerns are reported promptly.
• Complies with provisions of the current Employee Handbook, all published personnel policies, and the requirements of the job description.

Schedule

The Private Events Assistant is paid on an hourly basis and is not exempt from overtime. The work schedule for this position is primarily nights and weekends. However, the schedule may be flexible to suit the needs of the organization. Shifts can average 9 hours. Shifts over 6 hours will include an unpaid 30-minute meal break.

Event assistants can expect to work as few as 1 event to as many as 3 events per week and must be available for occasional on-call shifts.

Physical Demands / Working Conditions

• Must be able to lift 20 pounds and work outdoors in all seasonal extremes.
• Must be able to bend, squat, kneel, stand, and walk for extended periods of time and to navigate uneven grounds and stairs evenly.
• Must be able to work with appropriate computer and communications equipment.

Note: Duties described above, other duties and physical demands have been identified as essential functions as required by the Americans with Disabilities Act.

Leadership and Interpersonal Relations

• Must be comfortable with representing NEBG and ensuring compliance with its polices.
• Must be confident in dealing with clients and vendors
• Able to take a lead role in event support
• Must get to know and be comfortable working with permanent NEBG staff including those in the facilities and visitor services departments.

Supervision and Training

TIPS or ServSafe Alcohol certification. NEBG will provide access to training if needed.

Qualifications

• At least 18 years old.
• High School diploma or GED required.
• Experience in customer service, event support, hospitality or other relevant job experience is preferred.