Job Details

Description

Our mission at ICON is to consistently anticipate and exceed our customers' expectations by providing outstanding facilities and superior service at each and every one of our clubs. We strive for constant improvement and will conduct ourselves according to the highest standards of integrity and professionalism.

JOB TITLE: Special Events Assistant

Reports to: Club Manager and Sports Director

Position Summary

To assist in a comprehensive program of recreational activities for children and adults. Create a sense of fun and enthusiasm to participants. Must be able to engage and involve guests and owners in a variety of programs.

Essential Job Functions

Delivers and promotes prompt, courteous and friendly service to all members, guests and employees.
A source of positive energy and enthusiasm.
Assists in the development of social activities/calendar for the club/newsletter for the residents.
Maintain event calendar submission and project list for events department
Coordinate meetings, as needed or requested.
Coordinate with staff and contracted service providers/vendors as needed.
Assist in vendor payments for the department and monitor payments to ensure vendors are paid in a timely manner.
Provide writing, editing and proofing support as needed. May include handwritten cards.
Provide project support to other staff as needed.
Respond to routine correspondence and phone inquiries in a timely manner.
Monitor the RSVP list and email. Update appropriate department with attendee confirmations.
Monitor reservation system for Tennis, Pickleball and Basketball.
Order office and event supplies for the department as needed.
Assist with planning, organizing, and implementing aspects of projects and events as assigned. (Familiar with menu planning, invoicing and diagrams).
Schedule room bookings for all events.
Must be extremely organized.
Be comfortable speaking on a mic and in front of people
The statements contained herein describe the scope of the responsibility and essential functions of this position, but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and safely. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Please speak to your supervisor if you feel that you require an accommodation.

Qualifications

Minimum two years of events work experience.

Education/Certificates/Licenses/Training

High School Diploma/GED

Skills

Ability to communicate effectively with managers, guests and employees in a fast paced environment.
Experience in an administrative support or event support role preferred
Events, Non-profit, sponsorship experience preferred
Knowledge of event coordination required
Highly organized, detailed oriented, flexible, and able to adapt in a fast past ever changing environment
Ability to work well with others in a dynamic and interdependent team environment
Ability to take initiative, be self-directed, and prioritize multiple tasks
Demonstrated interpersonal and communication skills to interact professionally, diplomatically and productively with colleagues and contacts at all levels
Ability to coordinate and manage various projects and tasks while regularly consulting with appropriate sources to ascertain status of projects in progress and troubleshooting, making adjustments, and meeting deadlines
Ability to identify creative solutions
Superior written and verbal communication skills
Ability to prepare meeting notes, and be able to lead an event meeting with other department managers, as well as event pre-shift for event staff.
Proficient knowledge of English grammar, spelling, and punctuation to compose and edit business documents and materials
Ability to create professional letters, spreadsheets, and presentations; advanced skills in Microsoft Word, Excel, Publisher, Outlook and PowerPoint preferred

Physical Requirements

While performing the duties of this job, the employee is regularly required to stand and talk or hear. The employee frequently is required to walk; use hands to finger, handle, or feel; reach with hands and arms; and climb or balance. The employee is occasionally required to sit; stoop, kneel, and crouch; and taste or smell. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. At times, may be required to operate a motor vehicle.

Benefits

ICON Management offers benefits to all full time employees the first of the month following 60 days of employment. The following benefit programs are available to eligible employees:

Health Insurance with a generous employer contribution
Vacation
401k and employer contribution
Paid holidays
Life Insurance
Short Term Disability
Employee Assistance Program

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