Event Assistant

Job Title:Event Assistant
Reports To:Event Sales Manager
Work Status: Part-Time
FLSA Status: Non-Exempt

About the Pittsburgh Parks Conservancy:

Our vision:A vibrant park system that is welcoming, accessible, and enjoyed by all.
Our mission:We improve quality of life by enhancing and stewarding Pittsburgh’s parks in partnership with the community.

Position Summary:

The Event Assistant supports the coordination and execution of private and public rental events at Pittsburgh Parks Conservancy venues. Events may range from weddings and receptions to showers, celebrations, meetings, retreats, and other private or community gatherings.

Working under the general supervision of the Event Sales Manager and in coordination with the Director of Operations and Visitor Engagement, the Event Assistant serves as a liaison with prospective renters, confirmed clients, vendors, and guests regarding event logistics and on-site needs.

The Event Assistant helps ensure that clients understand venue requirements and that event details, setup, vendor coordination, and guest needs are appropriately managed before and during events. During assigned events, the Event Assistant serves as the primary on-site PPC representative and is expected to independently address routine questions, resolve issues as they arise, and ensure compliance with Pittsburgh Parks Conservancy and City of Pittsburgh policies.

This position requires strong customer service skills, sound judgment, attention to detail, reliability, and the ability to work independently in a fast-paced environment.

Position Duties:

Performs under the general supervision of the Event Sales Manager and is responsible for, but not limited to, the following duties:

Event Coordination & Client Communication

• Serve as a point of contact for prospective renters and confirmed rental clients regarding venue logistics, access, setup requirements, policies, timelines, and other routine event-related questions.
• Respond to prospective renter inquiries and assist with venue information, tours, availability questions, and logistical considerations, referring pricing, contracts, approvals, or other sales-related matters to the appropriate PPC staff member.
• Communicate with confirmed rental clients in advance of events to review timelines, vendor arrangements, deliveries, setup needs, venue access, and other logistical details.
• Maintain timely, professional, and courteous communication with clients before, during, and following events.
• Assist with pre-event procedures and preparations in accordance with established PPC event processes and event-specific timelines.
• Help identify potential logistical concerns prior to events and communicate issues to the Event Sales Manager or other appropriate PPC staff.
  

Event Execution & On-Site Support

• Serve as the primary on-site PPC contact during assigned rental events.
• Prepare, organize, and inspect event spaces prior to client and vendor arrival.
• Coordinate with rental companies, caterers, bartenders, photographers, entertainment providers, and other external vendors during setup, event execution, and breakdown.
• Assist with deliveries and vendor access to ensure event spaces are prepared according to approved plans and established timelines.
• Greet clients, guests, and vendors and provide a welcoming and professional experience.
• Remain attentive and responsive to client and guest needs throughout events.
• Monitor events to ensure rental clients, guests, and vendors comply with PPC and City of Pittsburgh policies, procedures, venue requirements, and safety expectations.
• Clearly and confidently communicate venue policies and address routine concerns or policy violations when necessary.
• Exercise sound judgment and independently resolve routine event-related issues, escalating significant concerns or emergencies to appropriate PPC staff when needed.
• Support event breakdown and ensure spaces are returned to an appropriate condition following events.
• Perform light cleaning and event turnover duties as necessary, including sweeping, mopping, restroom checks, restocking supplies, removing waste, and resetting event spaces.
• Follow established safety, emergency, and incident-reporting procedures.
• Assist with PPC-hosted events and other organizational activities as assigned.
• Perform other duties as assigned in support of event operations and visitor engagement.

Training and Experience:

• Previous experience in events, hospitality, catering, customer service, venue operations, or a related field preferred.
• Experience interacting directly with clients, guests, vendors, or members of the public preferred.
• Experience working independently in an event, hospitality, or customer-facing environment is beneficial.
  

Skills and Ability to:

• Provide excellent customer service and create a welcoming experience for rental clients, guests, vendors, and members of the public.
• Communicate clearly, professionally, and confidently, both verbally and in writing.
• Work independently with limited supervision and exercise sound judgment when responding to changing circumstances.
• Manage multiple responsibilities in a time-sensitive and fast-paced environment.
• Adapt quickly and appropriately when event plans, schedules, or circumstances change.
• Remain calm and professional when addressing client concerns, vendor issues, or unexpected situations.
• Understand, communicate, and enforce organizational policies and venue requirements.
• Maintain strong attention to detail and accurately follow event timelines, instructions, and procedures.
• Work collaboratively with PPC staff, clients, vendors, and community partners.
• Demonstrate reliability, punctuality, professionalism, and good judgment.

Other Requirements:

• This is a casual part-time position with hours that vary based on the rental and event schedule.
• Ability to work a flexible schedule that may include evenings, weekends, and holidays.
• Ability to work at multiple Pittsburgh Parks Conservancy venues and locations as assigned.
• Ability to work both indoors and outdoors and in varying weather conditions.
• Reliable transportation to assigned PPC venues and event locations is required.
• The following three background clearances are required within 60 days of hire: Pennsylvania Child Abuse History Clearance, Pennsylvania State Police Criminal Record Check, and Federal Criminal History Record Information (CHRI), as applicable under PPC policy.
  

Physical Requirements:

The physical demands described below are representative of those required to perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to remain standing and walking for extended periods during events.
• Ability to frequently move throughout event spaces and facilities, including indoor and outdoor locations.
• Ability to bend, stoop, crouch, kneel, reach, push, pull, grasp, and perform repetitive movements associated with event setup, breakdown, and facility preparation.
• Ability to move and arrange tables, chairs, event supplies, and other materials within reasonable limits and with assistance or equipment when appropriate.
• Ability to navigate stairs, uneven terrain, and outdoor surfaces that may be wet or slippery.
• Ability to work both indoors and outdoors in varying weather conditions as required by the assigned event or venue.

The PPC is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or other protected characteristics.