Marketing & Events Assistant - Recreation

Job description

JOB SUMMARY The Marketing & Events Assistant supports the Recreation Department’s Community Affairs & Marketing Division by coordinating facility rentals and events, providing customer service to rental clients and the public, and assisting with marketing, community events, and cultural activities. The position manages rental inquiries and reservations, conducts venue tours, prepares rental agreements and related documentation, coordinates event support, and serves as an onsite venue representative for assigned events. The position also provides administrative and marketing support to the Division Chief and other division staff. ESSENTIAL JOB FUNCTIONS: Facility Rentals & Event Support • Serves as a primary point of contact for facility rental inquiries and provides information regarding venue availability, rental options, policies, procedures, and requirements. • Coordinates facility reservations from initial inquiry through completion of the rental process, including scheduling venue tours, preparing rental agreements, collecting required documentation, and coordinating deposits and other payments in accordance with established procedures. • Maintains rental calendars, online booking information, facility webpages, records, and related documentation. • Coordinates event logistics with renters, Town staff, vendors, and other parties as appropriate. • Schedules and coordinates event support staff for assigned rentals and events. • Serves as the onsite venue representative for assigned events, including daytime, evening, and weekend events, as needed. • Assists with setup, event-day coordination, and other operational needs associated with rentals and events. • Responds to rental-related questions, concerns, and issues and refers unusual or complex matters to appropriate staff when necessary. Marketing, Community Events & Division Support • Assists with marketing and promotional activities for Recreation Department programs, facilities, events, and cultural activities. • Assists with community events and special projects, including planning, preparation, coordination, implementation, and follow-up activities. • Assists with preparation and distribution of promotional materials, correspondence, communications, and other content. • Updates website and other digital content related to assigned facilities, rentals, programs, and events. • Provides administrative support to the Division Chief and other division staff, including correspondence, scheduling, data entry, recordkeeping, reports, and other administrative functions. • Maintains accurate and organized electronic and paper records related to assigned responsibilities. • Communicates and coordinates with Town employees, rental clients, vendors, volunteers, community organizations, and members of the public. Performs other related duties as assigned. MINIMUM REQUIREMENTS TO PERFORM WORK: • Associate degree in marketing, communications, hospitality, event management, recreation, business administration, or a related field; and • two (2) years of related experience; or • an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities. • Valid South Carolina driver’s license. • First Aid/CPR, AED, and Darkness to Light certifications/training within one year of employment. Preferred Qualifications • Experience with facility rentals, event coordination, hospitality, recreation, marketing, or customer service. • Experience with graphic design, website content management, social media, or other digital marketing tools. • Experience working with rental or event-management software. KNOWLEDGE, SKILLS AND ABILITIES: Knowledge • Knowledge of customer service and administrative practices and procedures. • Knowledge of basic event and facility-rental coordination practices. • Knowledge of recordkeeping, scheduling, and office procedures. • Knowledge of basic marketing and communications practices. Skills • Skill in providing professional and responsive customer service. • Skill in coordinating multiple rentals, events, schedules, and deadlines. • Skill in written and verbal communication. • Skill in preparing correspondence, agreements, records, reports, and other documentation. • Skill in the use of computers and standard office software, including word processing, spreadsheet, database, email, and internet applications. • Skill in basic website content management and digital communications. • Skill in organization, attention to detail, and follow-through. Abilities • Ability to independently coordinate assigned facility rentals and event-related activities within established policies and procedures. • Ability to manage multiple assignments, schedules, deadlines, and competing priorities accurately and effectively. • Ability to communicate clearly, professionally, and tactfully with rental clients, Town employees, vendors, volunteers, community organizations, and members of the public. • Ability to understand, explain, and consistently apply facility rental policies, procedures, fees, and requirements. • Ability to anticipate event and rental needs and identify and address routine issues appropriately. • Ability to exercise sound judgment and determine when matters should be referred to supervisory staff. • Ability to establish and maintain effective working relationships. • Ability to maintain accurate records and protect confidential or sensitive information. • Ability to work independently and collaboratively as part of a team. PHYSICAL REQUIREMENTS: Work involves a combination of office activities and onsite support for facility rentals, community events, and other Recreation Department activities. The position requires the ability to communicate effectively; operate a computer and standard office equipment; review documents and electronic records; and move throughout Town facilities and event locations. Event and facility-related duties may require prolonged periods of standing and walking; bending, reaching, or stooping; and occasionally lifting, carrying, pushing, or pulling materials, supplies, or equipment weighing up to 20 pounds. COGNITIVE REQUIREMENTS: The position requires the ability to: • Organize, prioritize, and coordinate multiple rentals, events, assignments, schedules, and deadlines. • Understand and consistently apply facility rental policies, procedures, fees, and requirements. • Maintain accurate schedules, agreements, payment information, records, and other documentation. • Communicate information clearly and appropriately to rental clients, employees, vendors, volunteers, and members of the public. • Identify and respond appropriately to routine customer service, rental, facility, and event-related issues. • Exercise sound judgment and seek assistance with unusual or complex situations. • Adapt to changing event conditions, schedules, customer needs, and operational priorities. • Maintain attention to detail while working in an environment that may involve interruptions and competing demands. WORK ENVIRONMENT: Work is performed in professional office, recreational facility, and event environments. Duties may include work indoors and outdoors and may involve exposure to weather, crowds, noise, and other conditions associated with public facilities and community events. The position requires frequent interaction with Town employees, rental clients, vendors, volunteers, community organizations, and members of the public. Evening, weekend, and occasional holiday work may be required based on rental and event schedules. The employee may also be required to work outside normal business hours in response to natural disasters, emergencies, or other operational needs. To deliver superior performance in a manner that is distinctive and impactful to each person served and that establishes a standard for quality that endures for generations.