Special Events Intake Assistant

Responsibilities

• Serve as the primary front desk and initial point of contact for outdoor event applicants, visitors, and members of the public.
• Receive outdoor event applications and supporting documentation submitted in person, electronically, or through established office processes.
• Conduct initial application intake and review submissions for required forms, documentation, signatures, and other established intake requirements.
• Communicate with applicants regarding missing intake materials and general application submission requirements.
• Process and document application and permit fee submissions in accordance with established procedures.
• Route completed application submissions to the appropriate coordinating team for review and processing.
• Maintain accurate intake records and assist with tracking incoming applications and supporting documentation.
• Respond to general applicant inquiries and direct permitting or application-specific questions to the appropriate Coordinator or Manager.
• Manage office supplies and event-related materials, including inventory, ordering, and organization.
• Support day-to-day office operations and help maintain an organized and professional office environment.
• Maintain office calendars and assist with scheduling and administrative coordination.
• Assist with online calendar updates and public-facing office information as assigned.
• Prepare correspondence, documents, meeting materials, and other administrative materials.
• Support the planning of signature events and initiatives.
• Provide administrative support to outdoor events permit coordinating team.
• Perform other permit related duties and special assignments as directed.

Requirements

• Bachelor's degree preferred or an equivalent combination of education, training, and relevant professional experience.
• Experience in customer service, administrative support, office management, project management or a related field.
• Experience working directly with the public and providing professional customer service.
• Experience managing multiple administrative responsibilities and competing priorities in a fast-paced environment.
• Exceptional customer service and interpersonal skills.
• Strong organizational and time-management skills with excellent attention to detail.
• Ability to accurately manage application intake, documentation, and administrative records.
• Ability to manage multiple responsibilities and competing priorities in a fast-paced environment.
• Demonstrated initiative, accountability, and consistent follow-through.
• Excellent written and verbal communication skills.
• Ability to communicate professionally and patiently with applicants, visitors, team members, and diverse members of the public.
• Ability to recognize when questions or concerns should be directed or elevated to a Coordinator or Manager.
• Ability to work effectively as part of a collaborative team.
• Ability to adapt to changing office and event-related priorities.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, with the ability to learn additional application and administrative systems.
• Successful completion of a preliminary criminal history background check.
• Ability to provide professional references demonstrating the candidate's ability to perform the responsibilities of the position.
• Flexibility to work occasional evenings and weekends based on organizational needs.

Nice to have

• Experience with event planning, project coordination, or communications is preferred.