Primary Purpose

Provide high-level administrative support to the Assistant Superintendent of Operations and Communications Department while serving as the District Event Organizer for major events at the Happy State Bank Conference Center. Organize events from planning through completion, including facility logistics, catering, vendors, decorations and event presentation. Build positive relationships with community members, businesses, sponsors and District partners while providing exceptional customer service and ensuring events are professionally executed.

Qualifications

Education/Certification

High school diploma or equivalent required.
Business, hospitality, event management, communications, marketing, or related training preferred.

Special Knowledge/Skills

Exceptional customer service, communication, and interpersonal skills.
Strong organizational, scheduling, event-planning, and project-management abilities.
Ability to provide a high level of attention to detail while also managing the overall event and guest experience.
Ability to build positive professional relationships with business leaders, community partners, sponsors, vendors, District staff, and members of the public.
Ability to communicate confidently and professionally by phone, email, and in person.
Ability to manage multiple events, projects, deadlines, and changing priorities simultaneously.
Ability to anticipate needs, take initiative, exercise sound judgment, and solve problems independently.
Ability to remain calm, flexible, and service-oriented when plans or event needs change unexpectedly.
Proficient computer, office technology, and digital communication skills.
Knowledge of basic budgeting, purchasing, invoicing, and recordkeeping.
Ability to maintain confidentiality and accurate records.
Ability to work occasional evenings, early mornings, and weekends for District and Conference Center events.

Experience

Three years of experience in administrative support, customer service, hospitality, event organization, community relations, or a related field preferred.
Experience organizing events, working with vendors, or providing customer-facing service preferred.
Experience in a public-school environment, event venue, hospitality setting, nonprofit, business, or other community-facing organization preferred.

Major Responsibilities and Duties

Administrative Support

Provide administrative and secretarial support to the Assistant Superintendent of Operations and Communications Department and perform assigned responsibilities independently with appropriate guidance.
Manage correspondence, telephone calls, calendars, meetings, travel arrangements, records, and other administrative responsibilities for the Assistant Superintendent of Operations and Communications Department.
Prepare and maintain reports, presentations, forms, utility-use data, event materials, financial documentation, and other District records.
Assist with departmental budgets, purchase orders, invoices, deposits, expenditures, and other financial documentation in accordance with District procedures.
Assist with projects involving Maintenance, Custodial Services, Transportation, Technology, Facilities, Communications, and other District departments as assigned.
Maintain organized administrative and project files to support efficient department operations and accurate recordkeeping.

Happy State Bank Conference Center Event Organization

Serve as the District's Event Organizer and primary point of contact for assigned District events and approved external events held at the Happy State Bank Conference Center in accordance with District policies and administrative procedures.
Maintain the Happy State Bank Conference Center event calendar, coordinate scheduling and facility availability, and communicate event requirements and facility-use expectations with internal and external groups.
Plan and organize assigned District events from initial concept through completion, including meetings, luncheons, banquets, recognition programs, community events, celebrations, receptions, and other special functions.
Meet with event organizers as needed to determine event goals, guest needs, facility requirements, timelines, and other logistical details.
Develop event plans, timelines, schedules, floor plans, checklists, and other organizational materials necessary to ensure events are professionally executed.
Coordinate event logistics, including room setup, tables, chairs, linens, decorations, signage, audiovisual and technology needs, lighting, staging, catering, refreshments, parking, security, custodial services, and other event requirements.
Coordinate approved caterers and vendors, including communicating event needs, scheduling deliveries and setup, and ensuring services comply with District procedures and event requirements.
Plan, purchase, organize, and coordinate event decorations, signage, supplies, and overall presentation within approved budgets and District purchasing procedures.
Conduct pre-event walkthroughs and oversee assigned event setup to ensure the facility, technology, catering, decorations, signage, safety needs, and other logistical elements are ready before guests arrive.
Be present for assigned major events to organize event operations, provide customer service, and quickly address unexpected needs or changes.
Coordinate post-event inspections and follow-up and identify opportunities to improve future events.
Maintain organized event files, vendor information, event histories, inventories, and planning resources to promote consistency and efficiency across District events.

Sponsorships & Business Partnerships

Develop and maintain positive relationships with local businesses, community organizations, civic groups, sponsors, vendors, and other District partners.
Identify potential sponsorship and community partnership opportunities that may help offset the cost of approved District events, employee recognition activities, student celebrations, and other District initiatives.
Coordinate outreach to businesses and community partners regarding approved opportunities to support Canyon ISD events and programs.
Communicate professionally with business leaders, sponsors, and community partners regarding event needs, partnership opportunities, and sponsorship details.
Coordinate approved sponsorships, including sponsor recognition, signage, promotional materials, benefits, and fulfillment in accordance with District policies and procedures.
Maintain accurate sponsorship and partnership records, including contact information, commitments, contributions, recognition provided, and other relevant documentation.
Ensure that no sponsorship, donation, vendor arrangement, or other commitment financially or contractually obligates the District without appropriate authorization.

Customer Service & Professional Standards

Provide a welcoming, professional, and service-oriented experience for District staff, event organizers, guests, community members, businesses, vendors, and other partners.
Respond promptly and professionally to facility inquiries, event requests, community questions, concerns, and special requests.
Anticipate event and facility needs, proactively address logistical issues, protect District property, and communicate applicable facility-use requirements.
Represent Canyon ISD and the Assistant Superintendent of Operations positively and professionally when interacting with District staff, community members, business leaders, vendors, and guests.
Maintain confidentiality and exemplify high standards of ethical conduct.
Comply with District policies, procedures, purchasing requirements, safety expectations, and applicable facility-use guidelines.
Perform other appropriate duties, special projects, and event responsibilities as assigned by the Assistant Superintendent of Operations.

Supervisory Responsibilities

None.

The employee may coordinate the work of District personnel, vendors, caterers, contractors, volunteers, and others associated with facility use and events but does not directly supervise District employees unless specifically assigned.

Working Conditions

Mental Demands

Ability to communicate effectively; maintain emotional control under stress; work with frequent interruptions; manage multiple priorities, events, and deadlines simultaneously; anticipate needs; exercise sound judgment; solve problems quickly during events; adapt to changing circumstances; and interact professionally with District staff, business and community partners, vendors, and members of the public.

Physical Demands

Frequent use of computers and telephones; repetitive hand motions; prolonged sitting and standing; frequent walking during events; occasional stooping and bending; and occasional moving of tables, chairs, decorations, event supplies, and equipment. May occasionally lift and carry items weighing 40 pounds or less.

Environmental Factors

Work is performed primarily in an office and event-facility environment. Duties may occasionally require outdoor work, exposure to varying temperatures, extended periods of standing or walking, and evening, early-morning, or weekend work associated with District and community events.

The foregoing statements describe the general purpose and responsibilities assigned to this position and are not intended to represent an exhaustive list of all responsibilities, duties, skills, or working conditions that may be required.

Secretary to the Assistant Superintendent of Operations/District Event Organizer