Event Day Support

Job Summary

The Hispanic Heritage Cultural Institute (HHCI) is seeking a reliable, detail-oriented Event Day Support team member to help plan and execute events that celebrate Hispanic arts, culture, and heritage across Western New York. Reporting to the Program Director, this part-time role leads the on-site execution of HHCI events — ensuring everything runs smoothly, enhancing the attendee experience, and contributing to the overall success of our programming. The Event Day Support team member is also responsible for reporting attendance for each event.

This is a hands-on, community-facing position ideal for someone who thrives in a fast-paced environment, enjoys working with vendors and volunteers, and takes pride in a well-run event.

Who We Are

Dedicated to preserving the history of Hispanics in Western New York for future generations, the Hispanic Heritage Council of Western New York, Inc. creates and supports the promotion of the Hispanic community and its contributions to the region's rich historical and cultural heritage. It is leading the way by creating the Hispanic Heritage Cultural Institute, the first of its kind in the Western New York area. Our mission is to celebrate Hispanic arts, culture, and heritage, nurturing a spirit of community and intergenerational learning while contributing to the growth and vibrancy of Western New York.

Essential Functions & Key Accountabilities

Day-of Event Support

• Lead the on-site execution of events, ensuring all details are attended to and any issues are resolved promptly.
• Help create event timelines and checklists to ensure all tasks are completed on schedule.
• Set up events, including table settings, decorations, seating arrangements, presentation materials, and testing equipment.
• Coordinate between vendors, volunteers, and support staff on the day of the event to ensure it runs smoothly.
• Lead the team of volunteers and support staff on the day of the event, delegating tasks and answering questions as needed.
• Manage attendee registration and inquiries.
• Provide support to clients and guests throughout the event.
• Assist with cleanup and breakdown after the completion of events.
• Maintain inventory of event supplies, such as food, beverages, and party favors.

Pre- and Post-Event Support

• Confer with staff at the chosen event site to coordinate details.
• Organize registration of event participants and report attendance to the Program Director.
• Gather feedback from attendees post-event to assess success and identify areas for improvement.
• Collaborate with internal teams to understand event objectives and goals.
• Maintain positive relationships with vendors, venues, and sponsors to optimize future collaborations.
• Perform any other duties as assigned by management.

Qualifications, Skills & Abilities

• High School Diploma or GED preferred.
• 1–3 years of experience in event planning or a related field preferred.
• Able to read, write, and speak English; strong preference for bilingual Spanish, or a committed willingness to learn Spanish.
• Strong attention to detail and a proactive approach to problem-solving.
• Ability to work collaboratively in a fast-paced, team-oriented environment.
• Availability to work a flexible schedule, including some evenings and weekends based on the event calendar.

Physical Requirements & Working Conditions

• Ability to lift up to 25 pounds occasionally for event setup and support.
• Ability to be on your feet and attend events that may include extended standing, walking, and outdoor settings.
• Reliable transportation to event venues throughout Western New York.

Benefits

• Paid time off

Work Location: In person — Buffalo, NY, and event venues throughout Western New York

Pay: $21.00 - $25.00 per hour

Expected hours: 20.0 – 25.0 per week

Benefits:

• Paid time off

Work Location: In person