Event Coordinator Assistant

The Event Venue Assistant supports the successful execution of events by assisting with venue setup, coordinating logistics, and providing professional customer service to event clients, vendors, and guests. This role helps ensure all event spaces are clean, safe, well-prepared, and operated to a high standard. The position requires excellent communication skills, strong attention to detail, and the ability to work collaboratively in a fast-paced, guest-facing environment.

Representative Duties:

• Assist with event setup and teardown, including arranging tables, chairs, staging, AV equipment, and décor according to event requirements and venue standards.

• Create and revise room diagrams and layouts using venue-approved software or templates.

• Greet and manage event vendors, including caterers, rental companies, and other service providers; ensure vendor compliance with venue policies and timelines.

• Provide day-of-event support by welcoming event organizers, answering logistical questions, and ensuring the venue is prepared and responsive to needs throughout the event.

• Monitor and respond to janitorial or facility needs during events, including coordinating with custodial or facilities teams as required.

• Perform light laundry duties, such as washing, steaming and organizing table linens, when necessary to support event turnover.

• Assist in monitoring venue cleanliness, organization, and safety standards across all event spaces.

• Maintain event supplies and support inventory management (linens, signage, equipment, etc.).

• Serve as a point of contact during assigned events, ensuring smooth communication between the venue, clients, and vendors.

• Support the Event Venue Manager with other operational tasks as needed.

Knowledge of:

• Basic familiarity with room setup, venue operations, or event logistics

Preferred Knowledge of:

• Basic AV setup is a plus but not required.

Skills:

• Strong interpersonal and communication skills with a professional and welcoming demeanor

• Attention to detail

Ability to:

• Lift, move, and carry up to 50 pounds

• Work evenings, weekends, and varying schedules based on event needs

• Prioritize tasks, follow direction, and work both independently and as part of a team

• Work collaboratively in a fast-paced, guest-facing environment

Education:

• Bachelor's degree in business administration, hospitality management, tourism management, marketing, communication

Experience:

• One year of experience in events, hospitality, customer service, catering, or a related field

• Other combinations of education or experience may be substituted

Preferred Experience:

• Event operations, conference services, or facility coordination

• Using room diagramming software or event-planning tools

Minimum Physical/Mental Requirements:

• Extended periods of standing, walking, bending, lifting, and performing physical tasks

• Variable hours based on event scheduling which will include nights and weekends (rotating basis)

• Frequent interaction with the public, event clients, vendors, and staff

• May require eight (8) or more hours a day

• May require more than a 20-hour workweek

Hours of Operation:

• The Montana Heritage Center operates seven days a week and is open all holidays except Thanksgiving and Christmas.

• As an employee of the Montana Historical Society your work hours may fall outside the regular Monday to Friday, 8:00 a.m. to 5:00 p.m. schedule.

Required Materials:

The following documents must be submitted to be considered for this position (be sure to mark each attachment as relevant):

• Cover Letter

• Resume

• State of Montana Application

Montana Historical Society is participating in E-Verify to confirm employment eligibility. After accepting a job offer and completing Form I-9, your information will be submitted to the Department of Homeland Security and Social Security Administration for verification. For more information about E-Verify, please visit the E-Verify website found here, https://www.e-verify.gov/