About the Department

The Part-Time Assistant Events Coordinator works under the supervision of the Special Events Coordinator. This position assists with event management and box office operations. The assistant helps to ensure that events run smoothly and efficiently.

Position Duties

The Part-Time Assistant Events Coordinator provides administrative and operational support during the execution of events. The assistant will also assist with collecting rental inquiries, event logistics, coordination of vendors, and on-site event management. He/she will also support box office operations, including ticket sales, will-call, and customer service. Additionally, he/she would assist with compiling and preparing settlement information and generating reports required for event reconciliation and financial tracking.

DUTIES AND RESPONSIBILITIES

Essential Functions:

This information is intended to be descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position.

Required:

Provide on-site support during events, including event setup, monitoring, coordination of vendors, and ensuring event logistics run smoothly.
Assist with coordinating Front of House teams and greeters.
Support box office functions during events, including ticket sales, will-call operations, customer inquiries, and troubleshooting.
Serve as a point of contact for rental inquiries, providing information to prospective clients and assisting with the development of rental quotes based on client needs
Process ticket transactions accurately and efficiently using the ticketing software.
Reconcile box office sales and maintain accurate financial records.
Provide excellent customer service to patrons, addressing questions or concerns professionally.
Assist in preparing and compiling event settlement reports, including financial reconciliations of ticket sales, vendor payments, and event expenses.
Maintain organized records of financial transactions, sales reports, and settlement documentation.
Assist with maintaining event files, contracts, vendor agreements, and other documentation.
Maintain confidentiality of sensitive financial and operational information.
Assist with set up, maintenance, and operation of technical equipment, including but not limited to: sound mixers, microphones, screens/ projectors, and stage lighting systems.
Perform other related duties as assigned.

Minimum Qualifications

Office Equipment Operation
Microsoft Windows and Microsoft Office Suite are used, including Microsoft Word, Microsoft Excel, PowerPoint, Microsoft Access, and Gmail. This employee also uses a scanner, fax machine, copier, and telephone system.

Required:

Minimum Educational Requirements
High School Diploma and 1-2 years of experience.

Required Qualification:

High School Diploma and 1-2 years of experience.
Ability to work well with others and in a team atmosphere.
Must possess excellent verbal and writing skills.
Ability to take leadership and provide direction at all times during the course of an event.
Ability to work a flexible schedule which often requires late nights and early mornings.
Ability to work nights and weekends.
Work well in an occasionally high energy, heavily populated venue.
Experience with Etix software is a plus.
1-2 years of experience of sound and lighting equipment operation are a plus

Other Qualifications

MUST READ Special Instructions and Additional Information to Applicants:

INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED.

Resumes are not accepted in lieu of state applications. "See Attached Resume", etc. will result in an incomplete application. Resumes, cover letters, and all transcripts listed on application must be uploaded with your application or this will also result in an incomplete application. Official transcripts must be submitted to the Human Resources Director within (15) days upon hiring. All applications must be submitted directly via our online application system at https://www.schooljobs.com/careers/halifaxcc.

Applications submitted through third party sites will not be accepted. Application packets for employment must be submitted by 5:00 p.m. on the closing date. If multiple applications are submitted to an individual posting, only the most recent application received prior to the posting close date will be accepted. To receive credit, all relevant experience must be included in the work history section of the application.

Any information omitted from the application but included in the resume will not be considered for qualifying credit. Persons eligible for Veteran's Preference must submit a copy of Form DD-214.