Event Planning Assistant Jobs in Rochester Hills, MI

The Reservation and Event Coordinator is responsible for the day to day operations of the Detroit Parks and Recreation Department's Special Events and Permit Office. Provides public contact work for the purpose of planning and coordinating logistics for a variety of events including coordinating reservations and leasing of facilities, parks and public spaces and overseeing associated suppliers and contracts. Under general supervision, provides leadership and direction to the Special Events Team staff and volunteers. The Reservation and Event Coordinator communicates with their manager on a daily basis, keeping them abreast of issues that may arise. Fulfills a critical role within the leadership structure of the department. The Reservation and Event Coordinator is responsible for developing professional relationships with staff that facilitate teamwork, growth and quality services. Serves as an excellent role model in the areas of communication, programming, and possess the technical skills required to schedule, document and facilitate the efficient service that is expected.

Examples of Duties:

1. Oversee scheduling of facilities, shelter rentals, parks and public spaces.
2. Assist manager with planning and management of various City sponsored events.
3. Collect and deposit appropriate fees and charges.
4. Compile and submit revenue and activity reports.
5. Assist in staff development, as they provide mentoring and guidance to new and existing staff as necessary.
6. Maintain confidentiality of all staff related matters.
7. Process all onsite paperwork for the execution of events and facilities' management.
8. Assist other support personnel in the completion of their work activities.
9. Coordinate all activities with ground and building maintenance staff, security and support staff.
10. Maintain records of events and charges.
11. Promote use of the facilities.
12. Attend event planning sessions with clients, inter-department staff and other governmental agencies.
13. Attend pre-planning, reoccurring, debrief and crisis resolution meetings.
14. Prepare calendar of events.

Minimum Qualifications:

• Associate's Degree in recreation, business administration, public administration, public relations, event planning or related field of study.
• One (1) year of experience in event planning, public service, or public contact work which includes revenue collection and bookkeeping methods.

Licensing and Certifications:

• Minimum Age Requirement: 18.
• Employees in this class may be required to provide and operate a motor vehicle on a reimbursed mileage basis; valid State of Michigan Driver License required.
• Must pass a pre-employment drug test and will be subject to random drugs tests thereafter.

Supplemental Information:

• Interview: 70%
• Evaluation of Training, Experience & Personal Qualifications: 30%
• Total of Interview and Evaluation T.E.P: 100%

Additional points may be awarded for:

• Veteran Points: 0 – 15 points
• Detroit Residency Credit: 15 point

Knowledge Of:

• Department rules, policies and procedures.
• Exemplary customer service principles.
• Proper usage of forms utilized in the program.
• Purposes and objectives of Special Events Management within a governmental agency.
• Emergency procedures, protocols and notification procedures.

Skill In:

• Communicating orally to others to convey information effectively.
• Managing, caring and promoting positive relationships with community members and clients.
• Planning, developing and executing special event logistics.
• Physical agility.

Ability To:

• Collect data effectively.
• Interact tactfully and effectively with clients, community members, department personnel, governmental agency representatives and others.
• Problem solve, identify issues and create an effective plan of action.
• Prioritize and plan work activities.
• Pay great attention to detail.
• Delegate tasks to others.
• Use a personal computer and common office software, including Smartsheet and Spreadsheet Software

Physical Demands:

• This position may involve lifting tables, chairs and other objects needed for event logistical execution.

Work Environment:

• Work is performed within an office environment and may include the use of city facilities, gymnasiums and outside areas.

Candidates considered for placement in this classification may be subject to a Criminal Background Investigation based on the requirements of the position. The City of Detroit is an Equal Opportunity Employer. No applicant for employment shall be discriminated against on the basis of race, color, national origin, sex, religion, age, disability, or other criteria prohibited by City, State, or Federal law.