Event Coordinator - Office Assistant

Castle Green - Pasadena, CA

30+ days agoPart-time

The Castle Green is historic landmark built in 1898, used as a special event location on the ground floor; private condominiums on the upper floors. We are currently seeking a dynamic and enthusiastic person to assist in our office with the events, building management and special projects throughout the year.

Event Coordinator - Office Assistant Job Description

  • General administrative and clerical support:
  • Answer phones and provide accurate information to callers
  • Check phone messages and reply in a timely manner
  • Respond to initial inquires through email
  • Manage office calendar
  • Scheduling initial walk thrus
  • Scheduling vendor walk thrus
  • File paperwork for HOA, Castle Vendors, and event vendors
  • Print and put together initial welcome packets
  • Maintain inventory for office supplies and replenish accordingly
  • Social Media:
  • Curate social media accounts - from photo collection to posting
  • Update all online accounts with current photos
  • Conduct potential client walk thrus:
  • Give detailed information regarding our property
  • Answer clients questions in a respectful manner
  • Place courtesy holds. Follow up courtesy holds after the two week period
  • Client Care:
  • Process initial deposits and final payments
  • Send welcome packet
  • Send 2 month and 1 month reminder emails. Follow up to ensure we receive all paperwork.
  • Send deposit return requests to Management Company
  • Make event day set-up sheets for CG staff
  • Schedule rehearsals and final walk thrus
  • HOA duties:
  • Elevator calendar
  • Create resident receipts
  • Process resident gate key deposits and returns
  • Assist General Manager and Building Supervisor as needed
  • Assist with planning & executing the annual Wedding Open House & Holiday Tour


  • Computer proficiency in Microsoft Word, Excel, Outlook, Instagram & various social media.
  • People Person - ability to communicate with many different personalities in a professional manner.
  • Strong organizational, interpersonal, and verbal/written communications skills required.
  • Ability to work in a fast-paced environment; be able to take initiative and be a self-starter
  • Ability to establish priorities and proceed with objectives without supervision.

Job Type: Part-time

Salary: $18.00 /hour