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Special Event Assistant Jobs in Rochester, NY (NOW HIRING)

Oak Hill Country Club

Event Server

Rochester, NY · On-site

$16 - $18/hr

... special celebrations * Beautiful work environment at one of the nation's premier private clubs What You'll Do * Provide professional and attentive food and beverage service during events * Assist ...

Gorbel

Banquet Server

Victor, NY

$14.50/hr

We are seeking professional and detail-oriented Banquet Servers to assist with special events, weddings, and corporate functions at Ravenwood Golf Club. Banquet Servers are responsible for setting up ...

Ravenwood Golf Club

Banquet Server

Victor, NY · On-site

$14.50/hr

We are seeking professional and detail-oriented Banquet Servers to assist with special events, weddings, and corporate functions at Ravenwood Golf Club. Banquet Servers are responsible for setting up ...

Central Rock Gym

Mass Posting - Event Staff

Rochester, NY · On-site

$16 - $17/hr

... special events (teach people about rock climbing basics). * Develop proficiency in top rope belaying. * Process registrations, review all proper forms and waivers, and issue climbing gear. * Assist ...

Lucky Strike Entertainment

Event Host

Webster, NY · On-site

$16/hr

Liaise with managers, chefs, and service staff regarding event timing and any special requests ... just met, but exceeded * Assist the guest by helping program names into the scoring system ...

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Special Event Assistant information

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How much do special event assistant jobs pay per hour?

As of Aug 8, 2026, the average hourly pay for special event assistant in Rochester, NY is $17.95, according to ZipRecruiter salary data. Most workers in this role earn between $15.19 and $18.75 per hour, depending on experience, location, and employer.

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 Rochester, NY? The most popular types of Special Event jobs in Rochester, NY are:
What cities near Rochester, NY are hiring for Special Event Assistant jobs? Cities near Rochester, NY with the most Special Event Assistant job openings:
Special Event Assistant jobs near you
Infographic showing various Special Event Assistant job openings in Rochester, NY as of August 2026, with employment types broken down into 1% As Needed, 75% Full Time, 21% Part Time, 1% Temporary, and 2% Contract. Highlights an 97% Physical, 1% Hybrid, and 2% Remote job distribution, with an average salary of $37,327 per year, or $17.9 per hour.

Special Events Coordinator

Ibero American Action League

Rochester, NY • On-site

$23/hr

Full-time

Posted 29 days ago

Job description

Job Type
Full-time
Description
Summary:
Under the supervision of the Sr Director of Development, the Special Events Coordinator supports the planning, coordination, and execution of Ibero's signature fundraising events and provides event-related support to major initiatives across Ibero's Programs, Social Enterprises, Subsidiaries, and Affiliates. This position exists to manage the consistent logistical, sponsorship, and committee coordination demands associated with events, allowing senior development and marketing staff to remain focused on donor cultivation, strategy, and revenue growth.
Each signature event supported by this role is a fundraising activity that contributes to the overall goals of the Marketing and Development Department. The Special Events Coordinator also supports agency-wide event documentation, including photography and donor acknowledgement coordination, in partnership with the Administrative Assistant and the Marketing Coordinator.
Essential Functions:
Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to
enable qualified individuals with disabilities to perform the essential functions.
  • Supports the planning, coordination, and execution of all agency-designated signature fundraising events.
  • Serves as the primary logistical and coordination support for signature event committees, as designated by the Sr Director of Development.
  • Recruit and lead multiple volunteer committees.
  • Assists with committee communications, meeting scheduling, follow-up items, and task tracking to ensure timely execution of event-related responsibilities.
  • Balance multiple event committees for multiple events in the calendar year.
  • Secures event sponsorships and in-kind sponsors.
  • Coordinates event-related sponsorship fulfillment tasks, including tracking sponsor benefits, deadlines, and deliverables, in collaboration with the Marketing Coordinator.
  • Supports major events hosted by other Programs, Social Enterprises, Subsidiaries, and Affiliates of Ibero, as assigned.
  • Assists with on-site event logistics, including setup, breakdown, registration support, and vendor coordination as needed.
  • Works in partnership with the Marketing Coordinator to build and maintain an ongoing, organized library of updated photos from Ibero's Programs, Social Enterprises, Subsidiaries, and Affiliates for marketing and stewardship use.
  • Coordinates with the Administrative Assistant to ensure accurate and timely donor acknowledgement and recording following events, in accordance with timelines and standards set by the Sr Director of Development.
  • Ensures event-related data, contacts, and documentation are accurately captured and shared with the Marketing and Development team.
  • Maintains clear communication with supervisors regarding event timelines, challenges, and support needs.
  • Represents Ibero professionally at events and community activities.
  • Performs other duties as assigned by the Sr Director of Development in alignment with departmental goals.

Authority:
The employee exercises considerable initiative in setting priorities within the framework of the agency's policies and procedures. In case of emergency, the employee must make decisions to ensure coverage of switchboard.
Requirements
Position Qualifications:
Competency Statement(s)
  • Self-Accountable - Taking responsibility for task assign to and task assigned to others
  • Flexibility - Being able to think clear headed when under pressure and handles changing circumstances (events are unpredictable)
  • Analytical Skills - Ability to use thinking and reasoning to solve a problem
  • Accuracy - Ability to perform work accurately and thoroughly
  • Customer Oriented - Ability to take care of the customers' needs while following company procedures
  • Detail Oriented - Ability to pay attention to the minute details of a project or task
  • Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type
  • Ethical - Ability to demonstrate professionalism conforming to a set of values and accepted standards
  • Outgoing - Comfortable interacting with the public and sponsors at events and assisting with customer retention.
  • Friendly - Ability to exhibit a cheerful demeanor toward others
  • Organized - Possessing the trait of being organized or following a systematic method of performing a task
  • Reliability - The trait of being dependable and trustworthy
  • Communication, Oral - Ability to communicate effectively with others using the spoken word
  • Communication, Written - Ability to communicate in writing clearly and concisely

Skills and Abilities :
  • Bachelor's in Marketing, or Communication, or Management, or Liberal Arts.
  • Two years' experience in event management or project management field.
  • Bilingual in English and Spanish (Preferred)
  • A combination of training and experience other than the specified, if judged to be adequate for the job, may be accepted by the President and CEO

Physical Demands:
The position does require occasional standing, squatting, lifting of up to approximately 10 lbs. And frequent sitting.
By signing below, I hereby acknowledge receipt of my job description. I am aware that continued employment with Ibero-American Action League, Inc. is contingent on my adherence to the policies outlined in the employee handbook and my ability to function within the parameters of the job description. Furthermore, I acknowledge that any questions regarding this job description will be brought to the attention of my immediate supervisor.
Employee Signature: Date:
The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate.
An Equal Opportunity/Affirmative Action/Pro Disabled & Veteran Employer.
Revised 5/2012;9/2014
Salary Description
$23.00

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