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Special Event Assistant Jobs in Indiana (NOW HIRING)

City Of Gary

Asst. Youth Services Coordinator

Gary, IN · On-site

$40K/yr

Youth Services JOB TITLE: Asst. Youth Services Coordinator STATUS: Full-Time The Family & Youth ... special event initiatives throughout the City of Gary. The position holder will communicate ...

Washington Township Parks

Facility & Event Staff

Avon, IN · On-site

$12/hr

... special events, facility rental events and other miscellaneous programs offered by the Park and ... Notifying the Assistant Parks Director (or the on-call park contact) in the event that the Park ...

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Special Event Assistant information

What are the key skills and qualifications needed to thrive as a special event assistant, and why are they important?

To thrive as a Special Event Assistant, you need organizational skills, attention to detail, and basic knowledge of event planning principles, typically supported by a high school diploma or relevant experience. Familiarity with event management software, scheduling tools, and basic office applications like Microsoft Office is common in this role. Strong interpersonal communication, problem-solving abilities, and a customer-focused attitude help individuals excel in fast-paced event settings. These skills ensure smooth event execution, effective teamwork, and a positive experience for attendees and stakeholders.

What is the difference between Special Event Assistant vs Event Coordinator?

AspectSpecial Event AssistantEvent Coordinator
CredentialsHigh school diploma or equivalent; some roles may prefer experience in event planningTypically requires experience in event planning; certifications like CMP are a plus
Work EnvironmentAssists in event setup, logistics, and support during events, often in temporary or venue settingsOversees entire event planning process, manages vendors, and coordinates teams
Employer & Industry UsageUsed by event planning companies, venues, and organizations for supporting rolesCommonly employed by event planning firms, corporations, and nonprofits for managing events

The Special Event Assistant primarily supports event setup and logistics, working under supervision, while the Event Coordinator manages the entire planning process, vendor relations, and execution. Both roles are essential in the event industry but differ in responsibility level and scope.

What is a special event assistant?

Special Event Assistants are professionals who help plan, coordinate, and execute events such as weddings, conferences, fundraisers, or corporate functions. They support event planners and coordinators with tasks like setting up venues, managing guest lists, handling logistics, and ensuring everything runs smoothly during the event. Their role is essential to making sure all details are taken care of and that the event is successful and enjoyable for all attendees.

What are some common challenges faced by special event assistants during event execution, and how can they be managed?

Special Event Assistants often encounter challenges such as last-minute changes to schedules, vendor delays, or unforeseen technical issues during events. Successfully managing these situations requires strong problem-solving skills, adaptability, and clear communication with the event team and stakeholders. Being proactive—such as preparing contingency plans and maintaining detailed checklists—can help minimize disruptions and ensure the event runs smoothly. Building good relationships with vendors and colleagues also allows for more effective collaboration when unexpected issues arise.
What are the most commonly searched types of Special Event jobs in Indiana? The most popular types of Special Event jobs in Indiana are:
What cities in Indiana are hiring for Special Event Assistant jobs? Cities in Indiana with the most Special Event Assistant job openings:
Special Event Assistant jobs near you
Infographic showing various Special Event Assistant job openings in Indiana as of August 2026, with employment types broken down into 1% As Needed, 79% Full Time, 17% Part Time, 1% Temporary, and 2% Contract. Highlights an 97% Physical, 1% Hybrid, and 2% Remote job distribution.

Fundraising Events Specialist

Indianapolis Zoo

Indianapolis, IN • On-site

Full-time

Posted 21 days ago

Indianapolis Zoo rating

6.4

Company rating: 6.4 out of 10

Based on 7 frontline employees who took The Breakroom Quiz

23rd of 37 rated wildlife parks and zoos

Job description

Do you have a talent for turning ideas into unforgettable events? If you're highly organized, creative, and enjoy collaborating with others to create meaningful experiences, consider joining the Indianapolis Zoo as a Fundraising Events Specialist. You'll play an important role in coordinating the Zoo's premier fundraising events, including Zoobilation-the largest single-night fundraiser in Indiana-as well as Brewfari, the Elegant Vintages International Wine Auction, and donor appreciation events.


Ideal candidates are committed to advancing the Zoo's mission to protect nature and inspire people to care for our world. This is an entry level, at least four (4) years of professional experience with special event management or volunteer leadership required. The successful candidate will have a polished, professional image, a very outgoing personality, commitment to accuracy, strong problem-solving skills and an extraordinary attention to detail. Demonstrated experience and ability to multi-task, handle high pressure situations, and meet tight deadlines is highly desirable.


A Bachelor's degree in fundraising, event management or marketing is required along with a minimum of four years of professional experience with special event management or volunteer leadership. This is a full-time, 40 hours per week, position that will require flexibility to work evening and weekend shifts as needed. During some special events, scheduled working hours may be extended up to twelve (12) consecutive hours in a 24-hour period.


Other responsibilities include, but are not limited to:

  • Assists in planning of Zoobilation, Brewfari, Elegant Vintages International Wine Auction, and other events as assigned.
  • Organizes committee meetings and volunteers.
  • Prepares fundraising event budgets and progress reports.
  • Maintains records and databases related to special events. Enters reservations in Raiser's Edge database.
  • Plans, attends, and actively participates in regular meetings of the fundraising event volunteer committees.
  • Assist Special Events Manager in all aspects of event prep and day-of activities.
  • Serves as a liaison between the Zoo, vendors, suppliers, sponsors, donors, underwriters, restaurants, etc.
  • Must have the ability to transport and move items up to twenty (20) pounds frequently and transport and move items up to fifty (50) pounds occasionally.
  • Predominantly indoor environmental conditions, although there is some exposure to outdoor environmental conditions, which include inclement weather, cold and hot temperatures, and humidity.
  • Ability to detect, assess, identify, and observe surroundings to make sound judgments, along with the ability to communicate verbally, comprehend and decipher information accurately, using a telephone.

To apply:

  • Interested candidates must apply online.
  • Attach a resume and cover letter to the application.
  • Please include your desired compensation requirements.

Employment at the Indianapolis Zoo is contingent upon the successful completion of pre-employment testing including a background check, motor vehicle check (if applicable) and a drug test.

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