Assistant Events & Beverage Coordinator

Title Assistant Events & Beverage Coordinator

Department Visitor Experience

Reports to Events & Beverage Manager

Job Summary

Assist in the coordination and management of FIA fundraisers and special events. Work closely with the Events & Beverage

Manager to ensure all aspects of the rental or fundraiser are completed thoroughly and in a timely manner.

Key Responsibilities

• Availability to work all special events and major FIA fundraisers, including on nights and weekends
• Actively participate in event setup, service, breakdown, and post-event cleaning, including bars, catering kitchen, event spaces, and storage areas
• Support service-related duties during events as needed, including bar service, food service coordination, and guest support
• Exercise discretion and professionalism at all times during events, particularly in donor-facing, sponsor-facing, and high-profile settings
• Support team goals with a proactive, resourceful approach
• Facilitate bar service for special events and major FIA fundraisers, including inventory, stocking, setup, and occasional serving and bartending duties
• Assist with FIA event and rental preparation and post-event procedures
• Have a working knowledge of Special Events Policy
• Be the first point of contact for all potential renters and prepare event estimates
• Manage invoices and receipts for payments of all events, rental deposits, and sponsorships
• Obtain necessary licenses and insurance for fundraising events and vendors
• Manage fundraiser event correspondence with sponsors and donors
• Facilitate sponsor benefits, ensuring that digital and print materials include appropriate and accurate names and logos
• Keep detailed, accurate and organized event and sponsorship records
• Schedule and attend fundraising event meetings, preparing materials and capturing meeting minutes
• Attend other key internal meetings and rental appointments as needed
• Restock office supplies, maintain order and cleanliness of office, storage spaces, and catering kitchen
• Ability to manage events and rentals in the absence of Events & Beverage Manager
• Other duties as assigned by the Director of Visitor Experience

Requirements & Qualifications

• Associates or bachelor’s degree preferred
• 2+ years working in events, communications, customer service, or hospitality
• Demonstrates a team-oriented, hands-on approach
• Exhibits an entrepreneurial mindset by anticipating needs and problem solving independently
• Experience with time management, multitasking, organization, has a sense of creativity and is detail-oriented
• Ability to articulate ideas and problems, communicating respectfully at all times
• Excellent grammar, written and verbal communication skills
• Knowledge and ability to use Google Workspace and Microsoft Office Suite. Adobe Suite and Canva a bonus.
• TIPS certification preferred
• Availability to work evenings and weekends consistently

Physical Requirements

• Must be able to lift up to 40lbs.
• Must be able to endure shifts of up to twelve hours on your feet. This position requires standing, walking, lifting, grasping, reaching, pushing, pulling, bending, and kneeling.

To apply Email your resume and cover letter to Ximena Kohn at [email protected] .

No phone calls.

Disclaimer:

The above statements are intended to describe the general nature and level of work to be performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. Remote work not applicable to this position. This job description does not constitute an employment agreement between the employer and the employee, and is subject to change by the employer as the needs of the employer and requirements of the job change.

Job Type: Full-time

Pay: $40,000.00 - $42,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

People with a criminal record are encouraged to apply

Work Location: In person