(Temporary) Assistant Event Coordinator

Be the person behind the scenes of weddings, facility rentals and special events like Winter Lights and ArborEvenings!  As the (Temporary) Assistant Events Coordinator, you will immerse yourself in the magic of creating unforgettable experiences amidst lush greenery and seasonal blooms. The Coordinator, will play a vital role in orchestrating a variety of events and offers a unique opportunity to contribute your creativity and organizational skills to bring our garden events to life. 

If you thrive in a dynamic environment and have a keen eye for detail, we invite you to apply and be part of a team dedicated to crafting enchanting moments in one of the most picturesque settings at The North Carolina Arboretum. 

Work Schedule & Pay:

The work will be onsite Monday through Friday from 9 a.m. until 5 p.m., but some weekends and evenings will be required with notice. This position is considered a temporary position under State of North Carolina policies and can only work 11 out of 12 months each year. The hiring rate is $16.00 an hour.  

The Coordinator will report to the Events Supervisor and provide support across the Guest Experiences and Services department. This role is best suited to someone who enjoys interacting with other people on a regular basis and is adept at managing multiple projects simultaneously while maintaining accuracy.

Responsibilities:

Responding to inquiries with accurate and complete information in accordance with Arboretum policies and departmental standards will be a primary responsibility of this role. The Coordinator will create booking agreements for facility rentals, weddings and plant society events, using Docusign,  ensure that proper holds are placed when bookings are finalized, and record accurate event information, payments and records. This position will also be responsible for updating and maintaining the wedding availability calendar on the Arboretum website as well as manage an organization-wide internal calendar which requires diligent communication and cross-departmental collaboration.

The Coordinator will help support the team by assisting with general clerical duties such as answering incoming calls, photocopying, faxing, mailing, filing and data entry. This support will include reviewing and responding to general information requests relating to Events and Guest Services.

Competencies Required: 

Event Planning and Coordination Skills:
Experience in planning and coordinating events, including weddings.
Ability to manage event logistics, timelines, and vendor relationships.
Strong organizational skills to handle multiple tasks and details simultaneously.

 Attention to Detail:
Ability to ensure accuracy and precision in event arrangements and documentation.
Keen eye for detail in venue setup, decorations, and guest requirements.

Customer Service Orientation:
Excellent interpersonal and communication skills to interact effectively with clients and vendors.
Dedication to providing exceptional customer service and addressing client needs promptly.

Problem-Solving Abilities:
Capability to anticipate and troubleshoot potential issues during events.
Quick decision-making skills to resolve problems efficiently.

Time Management and Prioritization:
Strong ability to manage time effectively and prioritize tasks based on deadlines.
Capacity to work under pressure and adapt to changing event requirements.

Team Collaboration:
Proficiency in working collaboratively with event teams and coordinating staff.
Effective communication within a team environment to ensure seamless event execution.
Ability to adapt to last-minute changes and accommodate client requests.

Tech-Savviness:
Familiarity and/or the ability to grasp technology associated with event management (e.g., calendaring software, project management software, spreadsheets).
Ability to leverage technology for efficient event coordination and communication.

Professionalism and Poise:
Professional demeanor and presentation suitable for client-facing roles.
Calm and composed under pressure, maintaining a positive attitude throughout events.

Primary Purpose of the Organizational Unit
The North Carolina Arboretum is a 434 acre public garden affiliated with the University of North Carolina featuring indoor and outdoor exhibits, educational activities and plant-centered research and economic development programs. The North Carolina Arboretum Society is a 501 (c)(3) nonprofit corporation that supports the Arboretum’s mission of cultivating connections between people and plants through the membership program individual and corporate giving programs retail operations sponsored research activities and fee-based educational program and exhibits and green events.

Minimum Education, Experience, and Skills
- A high school diploma or equivalent. - At least one year experience in event or wedding operations. - A valid drivers license is necessary to potentially operate state-owned vehicles. - Candidates must be able to push, pull, carry and lift up to 50 lbs. to assist event setup as needed.

Preferred Education, Experience, and Skills
- Strong candidates will have had exposure to or experience in events. - Experience performing basic accounting functions is ideal - Familiarity with any or all of the following is a plus: Docusign, All Seated, Homebase and/or Wordpress.

• Classification: (Temporary) Assistant Event Coordinato
• Position Number: UNCSO-ATNCA03
• Employment Type: Hourly
• Appointment Type: Temporary
• Full-Time/Part-Time: Part-Time
• Recruitment Salary Range: $16
• Location: 100 Fredrick Law Olmsted Way, Asheville, NC 28806 USA
• Posting Open Date: 5/10/2024
• Posting Close Date: 5/20/2024
• Posting Number: req441

EEO
The UNC System Office (includes PBS NC, NCSEAA, and NC Arboretum) is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or status as a protected veteran.

The UNC System Office (includes PBS NC, NCSEAA, and NC Arboretum) is a VEVRAA Federal Contractor.

To claim veteran's preference, all eligible persons shall submit a DD Form 214, Certificate of Release or Discharge from Active Duty, along with a State Application for Employment (Form PD-107 or equivalent) to the appointing authority.

The UNC System Office (includes PBS NC, NCSEAA, and NC Arboretum) participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

EEO Contact Information
Applicants needing assistance with the application process are asked to contact: [email protected]