Hillcrest Business Association

Compensation

Full Description

The Event and Program Assistant is a full time employee of the Hillcrest Business Association (40 hours a week) and reports to the Executive Director. The position assists in implementing programs related to the HBA’s regular special events, the weekly Hillcrest Farmers Market, and programs related to organizational operation. The activities of the Event & Program Assistant fall under these areas: Hillcrest Farmers Market: • Assist the Farmers Market Manager with: • Weekly staffing of the information booth at the Hillcrest Farmers Market • Setting up and breaking down the information booth and retail display • Providing information to market visitors and answering customer questions • Selling concessions and processing payments • Tracking and reporting concession inventory • Engaging with vendors and supporting general market operations as needed • Coordinate with local media partners (Edible Magazine, The Word, and other outlets) to ensure timely restocking of publications at the market booth. • Serve as primary liaison between the Hillcrest Business Association and market managers; distribute updates on construction, logistics, and operational changes. • Collaborate with Marketing Coordinator by: • Relaying key updates, new vendor information, and market highlights for social media and promotional use. • Picking up HFM raffle donations and recruiting new vendors to the HFM raffle as needed. Management of the Fabulous Booth, a rotating promotional space for local businesses and commercial organizations. Responsibilities include: • Recruiting Hillcrest Business Association (HBA) members and sponsors to participate • Coordinating and communicating with each week's featured business • Ensuring timely and clear communication with market managers and staff • Supporting setup logistics and ensuring participants have what they need to succeed Special Events: • Assist the Special Event Manager with event planning and coordination including but not limited to: • Soliciting sponsorship opportunities and managing related contract documents. • Coordinating with vendors including solicitation and ongoing management. • Assisting with event promotion, communications, and outreach efforts as needed. • Collecting, entering, and maintaining event-related data. • Entering and managing vendor information. • Assisting with permit preparation and compliance. • Conducting vendor outreach at third-party events and through door-to-door notices. • Supporting additional planning tasks as assigned. • Assist the Special Event Manager with day of event support including but not limited to: • Assisting with event setup and logistical elements. • Troubleshooting vendor or participant issues as they arise. • Supporting on-site operations to ensure smooth execution. • Coordinating vendor load-in and on-site management. • Liaising with regulatory agencies and ensuring compliance. Program Services: • Assist the Executive Director in responding to day to day communications from the membership and constituents and managing organizational calendars and schedules. • Assist the Executive Director with developing organizational agendas, accounts receivable and payable, public notice postings, and related website updates and social media postings. • Organizing office supplies, warehouse organization, cleaning, and inventory. Required Qualifications: Must be available to work Sundays. Bachelor's degree, preferably in Event Management, Marketing, Public Relations, Communications, Business Administration, Hospitality Management, Nonprofit Management, Urban Studies / Community Development, or Journalism. Required Skills: • Excellent English written and verbal skills and Spanish highly desirable. • Proficient in website management (e.g., Squarespace) and email platforms (e.g., Constant Contact) • Strong customer service and public engagement abilities • Event planning and on-site coordination experience • Vendor recruitment, communication, and management skills • Highly organized with strong time management and multitasking skills • Comfortable working weekends and in outdoor environments • Able to work independently and as part of a team • Flexible, adaptable, and solutions-oriented under pressure • The ability to work well under deadlines, and manage several projects simultaneously. • Business district, nonprofit organization experience is a plus. Job Type: Entry level full time (40 hours per week) Salary: DOE, health, matching retirement, sick and vacation time provided. Language: • Bilingual Spanish speakers strongly recommended. Job Type: Full-time Pay: $25.00 - $30.00 per hour Expected hours: 40 per week Benefits: • Dental insurance • Health insurance • Paid time off • Retirement plan • Vision insurance Work Location: In person