Special Events Licensing Assistant

Overview

Under the direct supervision of the Special Events Manager and general supervision of the Director of Operations & Licensing, the Special Events Licensing Assistant supports the Special Events Manager by assisting with the submission, updating, and maintenance of special event applications and files. This role ensures applicant compliance with licensing requirements and provides high-quality customer service and outreach.

Responsibilities

• Provide comprehensive support to constituents throughout the licensing process, offering guidance on requirements, application submission, review, and compliance via phone, email, and in-person.
• Support public outreach and education on the special event permitting process through webinars, sessions, and the creation of informational materials.
• Ensure accurate completion, organization, and updating of special event applications within file systems.
• Facilitate connections between applicants, relevant City departments, and external stakeholders.
• Maintain and update the licensing database to ensure accuracy and efficiency.
• Create and update guides, videos, and other resources related to the Special Event process, including maintaining the Special Events webpage.
• Assist with public record requests or inquiries from other agencies, departments, or Board members.
• Analyze licensing data to identify trends, such as application peaks, turnaround times, and compliance issues.
• Provide recommendations for process improvements based on data analysis and trends.
• Assist with correspondence and scheduling for committee meetings.
• Provide backup support to the Special Event Manager during committee meetings.
• Perform other related tasks as required.

Minimum Entrance Qualifications

• Two (2) years of full-time, or equivalent part-time, office experience in work that involves the processing of transactions and the accurate preparation, tracking, and maintenance of files and documents.
• A bachelor's degree in a related field is preferred and may be substituted for two (2) years of the required experience.
• Preferable if the candidate has good knowledge of the City of Boston permitting process.
• Excellent organizational skills and ability to work independently with minimal supervision.
• Ability to build and maintain effective working relationships with diverse stakeholders and to work collaboratively with cross-functional teams.
• Strong written, oral, and communication skills required.
• Strong customer service skills.
• Additional language skills preferred.
• Good organization and strong attention to detail.
• Proficiency with Microsoft Office, Google Suite, and IPS preferred.
• Ability to exercise good judgment and focus on detail as required by the job.

BOSTON RESIDENCY REQUIRED

 

Terms:

Union/Salary Plan/Grade: Non-Union/MM2-4

Hours per week: 35