The City of Anaheim Convention, Sports, Entertainment (CSE) Department is seeking a detail-oriented, collaborative, and customer-focused Management Assistant I to support the Booking and Contract Administration division. This entry-level professional position provides administrative, analytical, and program support for convention center booking operations and contract administration. This position assists with maintaining the event booking system, preparing and processing facility use agreements, coordinating contract documentation, tracking deposits and payments, conducting research, preparing reports, and providing exceptional customer service to internal and external stakeholders.
Applications will be accepted until August 3, 2026, at 5:00 PM. Applicants are encouraged to apply early. Applications will not be accepted after this deadline.
The normal duties for this position can be found in the job description for Management Assistant I. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
- Perform a variety of technical, programmatic, administrative, and routine staff and analytical duties requiring the application of specific program knowledge and administrative skills in support of a City department, division, program,assist with booking-related functions including event scheduling, space utilization coordination, and contract tracking.
- Assist in responding to inquiries regarding facility availability, event requirements, and booking procedures; provide general information to prospective users; and coordinate site visits or tours as appropriate.
- Assist in maintaining and reviewing the department’s master calendar or event scheduling system to ensure accuracy of bookings, availability, protected dates, and repeat events; identify conflicts or discrepancies and coordinate corrections with appropriate staff.
- Conduct research; prepare, revise, and implement various administrative policies, procedures, rules, and regulations assist in the interpretation and application of facility use policies, booking guidelines, and contractual requirements.
- Conduct management studies relating to the activities and operation of the assigned department, office, or program area; conduct the more routine surveys, research, and statistical analysis on administrative, fiscal, and operational issues; assist in compiling and analyzing booking, calendar, and facility utilization data; write reports that present and interpret data, identify alternatives, and make and justify recommendations.
- Provide staff assistance to management staff; participate on and provide staff support to a variety of committees and boards; prepare and present staff reports and other correspondence as appropriate and necessary; relieve management staff of administrative work assist with preparing, reviewing, and tracking event-related agreements, amendments, and supporting documentation.
- Participate in planning, coordinating, implementing, promoting, and overseeing assigned programs, projects, and initiatives; participate in the development and implementation of program goals, objectives, policies, procedures, and priorities; coordinate booking-related activities with internal divisions and external agencies as assigned.
- Participate in the identification, planning, development, and implementation of new and/or modified programs that would promote and enhance the mission, goals, and objectives of the City; perform the necessary research and analysis to justify the appropriateness of implementing the proposed program/project; prepare presentation materials and background documentation; assist in evaluating operational impacts related to facility use and event scheduling.
- Provide assistance in resolving operational and administration problems; identify problem areas and issues; conduct research to find alternative solutions; make recommendations; including issues related to scheduling conflicts, contract compliance, or facility use.
- Assist in researching, negotiating, and monitoring assigned contracts and agreements with outside suppliers, service providers, leasing agents, and others; prepare specifications and bid packages; review bids and recommend vendor selection for equipment and services; participate in the preparation of contracts; ensure work is performed in compliance with contracts and agreementsincluding Agreements for Lease and event-related contracts.
- Coordinate assigned services and program/project activities with those of other City programs, functions, departments and staff, boards, committees,and task forces as well as external agencies, groups, and the general public serve as a liaison for booking timelines, scheduling coordination, and contract-related information as assigned.
- Assist with the budget development process and budget monitoring activities; provide assistance in the development of assigned budget; collect and analyze financial data; review and analyze budget requests and budget changes; make recommendations and obtain final approval for changes; create data tracking and reporting systems; monitor monthly status including tracking booking-related revenues, deposits, and projected versus actual event revenue.
- Maintain and monitor assigned accounts; determine appropriate expense allocations; resolve billing payment and reporting discrepancies. assist in monitoring booking-related payments, deposits, and outstanding balance.
- May serve as a primary or secondary contact and liaison for assigned functions and programs with other City departments and staff, the general public, and outside agencies and organizations; respond to inquiries regarding facility availability, booking procedures, and general event requirements.
- May assist in establishing and administering departmental records management processes; establishing effective filing systems. including booking files, calendars, contracts, and electronic records maintained in event or business management software systems.
- May plan, direct, coordinate, and review assigned activities and operations of the department including assigned administrative support, technical, and/or programmatic service areas; assign work activities, projects, and programs; review and evaluate work products, methods, and procedures; meet with staff to identify and resolve problems; recommend improvements in work flow, procedures, and use of equipment and forms; implement improvements as approved.
- May participate in the selection, training, and evaluation of assigned administrative support personnel; provide or coordinate staff training; work with employees to correct deficiencies; recommend discipline and termination procedures.
- Perform related duties as required.
Experience and Education: One (1) year of routine research, administrative support, or analytical experience, preferably in public administration, is desirable supplemented by a completion of the twelfth grade and college level coursework or specialized training in public administration, business administration, or a related field, a Bachelor’s degree is highly desirable. An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying.
Knowledge of: Operational characteristics, services, and activities of assigned program; basic principles and practices of public administration; basic principles and practices of program development and administration; work organization and office management principles and practices; standard organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs related to area of assignment; basic techniques and formulae for administrative, financial, and comparative analyses; methods and techniques of effective technical, administrative, and financial record keeping, report preparation, and presentation; recent developments, research methods, current literature, and sources of information related to assigned programs and service areas; terminology used in area of assignment; basic principles and practices of budget preparation and administration and grant application and administration principles and practices; principles of business letter writing; federal, state, and local government organizations; modern office procedures, methods, and equipment including computers and various software packages; methods and techniques used in customer service and public relations; English usage, spelling, grammar, and punctuation; proper and legal facility booking policy and procedures; contractual writing, language, and legal terminology as it relates to Agreements for Lease; configuration, capacity, square footage and layout of Exhibit Halls, Arena, and Meeting Rooms for the Anaheim Convention Center; techniques and principles of space utilization and room requirements for various events; Proofreading and proper formatting of legal documents; pertinent federal, state, and local laws, codes, and regulations pertaining to public assembly facilities; convention, trade show and entertainment terminology and procedures; principles of supervision and training may be required for some positions.
Ability to: Perform responsible analytical, programmatic, and administrative duties involving the use of independent judgment and personal initiative; participate in the preparation and administration of assigned budgets; learn methods and techniques of research and operational and administrative analysis; learn to prepare a variety of analytical and financial reports; learn to develop policies, procedures, goals, and objectives; learn to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals; plan, coordinate, and conduct operational analyses, administrative studies, and special projects; accurately book events and maintain the Master Event Calendar; compare and read the Booking Calendar and determine space usage and purpose of space usage for each event and make corrections as required; prepare contracts and agreements to include cost estimates and final costing; interpret and explain contractual language; read and interpret building/meeting room layouts and determine space requirements; research, compile, analyze, and interpret data; prepare clear, accurate and concise tables, schedules, summaries and other materials in statistical and narrative form; establish and maintain various data collection, record keeping, tracking, filing, and reporting systems; manage multiple projects simultaneously; plan and organize work to meet schedules and time lines; participate in planning, organizing, directing, coordinating, and evaluating assigned programs, projects, events, or technical area; properly interpret and make recommendations in accordance with laws, regulations and policies; understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities; understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent laws, regulations, and ordinances; oversee, direct, coordinate, and participate in the management of a assigned program area; select, train, and evaluate assigned staff may be required for some positions; supervise, organize and review the work of lower level staff may be required for some positions; plan, schedule, and review the work and performance of subordinates may be required for some positions; operate and use modern office equipment including a computer and various software packages; identify and respond to community and organizational issues, concerns, and needs; to requests and inquiries from the general public; work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person; exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work.
License/Certification Required: Possession of an appropriate, valid driver’s license.
Applications will be accepted until August 3, 2026, at 5:00 PM. Applicants are encouraged to apply early. Applications will not be accepted after this deadline.
The selection process may consist of, but is not limited to, a skills examination and oral interview.
Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a completed application.
The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.
The eligibility list established from this recruitment may also be used to fill the current and/or additional vacancies throughout the City.
Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.
Equal Opportunity Employer
