EVENT COORDINATOR

Classification Summary

The Village of Ruidoso is seeking a motivated, creative, and highly organized Events Coordinator to assist with planning, coordinating, and executing community events, tourism initiatives, concerts, film scouting, economic development activities, and programs that enhance quality of life for residents and visitors. This position works closely with the Manager of Events and Strategic Partnerships to coordinate event operations, oversee permitting procedures, and provide administrative support for departmental initiatives and boards. The Events Coordinator assists in the planning and execution of Village-sponsored events and supports outside event organizers utilizing Village facilities such as the Convention Center, parks, and public spaces. The position oversees event and film permitting procedures, assists with film scouting and production coordination, captures promotional media, and provides administrative and scheduling support to the Manager of Events and Strategic Partnerships to ensure departmental operations remain compliant with government policies and regulations.

Duties and Responsibilities

ESSENTIAL JOB FUNCTIONS The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Assist with planning, organizing, and coordinating Village-sponsored events, festivals, sporting events, and community programs.
• Serve as a point of contact for event organizers utilizing Village facilities including the Convention Center, parks, and other public spaces.
• Oversee and coordinate event permits and procedural requirements, ensuring all applications meet Village policies and regulatory standards.
• Assist the Manager of Events and Strategic Partnerships with event logistics including scheduling, site setup, vendor coordination, equipment needs, and staffing.
• Coordinate with Lodgers Tax, event hosts, Team Tourism, Convention Center staff, and Parks and Recreation staff to strengthen and improve community events utilizing Village of Ruidoso facilities and parks.
• Work collaboratively with Village departments including Parks & Recreation, Police, Fire, Public Works, Tourism, and Administration to ensure safe and successful events.
• Assist with budgeting, vendor coordination, contracts, and event-related procurement processes.
• Support marketing and promotional efforts in partnership with tourism and communications staff.
• Oversee on-site event operations as needed to ensure organization, safety, and a positive visitor experience.
• Track event data and assist with preparing reports on attendance, outcomes, and economic impact.
• Build and maintain relationships with community organizations, sponsors, tourism partners, and event promoters.
• Assist with identifying and locating potential events, film opportunities, and economic development initiatives that benefit the Village.

OTHER RESPONSIBILITIES OR JOB REQUIREMENTS:

• Assist with film scouting efforts by identifying and coordinating potential locations within the Village for motion pictures, television series, commercials, and other productions .
• Assist directors, producers, location scouts and production companies interested in filming within the community.
• Capture photographs and video footage of Village events, facilities, landscapes, and community activities for marketing and promotional use.
• Assist in creating promotional media highlighting Ruidoso as a destination for tourism, events, and film production.
• Perform basic video editing for promotional videos, social media content, and event recaps.
• Maintain a digital library of photos and video assets for Village marketing and tourism promotion.

Administrative and Department Support

• Provide administrative support to the Manager of Events and Strategic Partnerships, including scheduling meetings, coordinating calendars, and assisting with departmental communications.
• Assist with business development initiatives, film-related coordination, and event partnerships.
• Provide administrative assistance for boards, committees, and event-related meetings, including scheduling, document preparation, and coordination.
• Help ensure departmental activities remain compliant with Village policies, state regulations, and government procedures.

Assist with record keeping, reporting, and general administrative duties necessary to support the Events Department.

Minimum Qualifications

QUALIFICATIONS:

• Bachelor's degree in Event Management, Hospitality, Marketing, Communications, Media Production, Public Administration, or a related field preferred.
• Experience in event planning, tourism, hospitality, media production, or municipal operations preferred.
• Experience with photography, videography, and basic video editing software is highly desirable.
• Strong organizational, communication, and problem-solving skills.
• Experience coordinating vendors, volunteers, and logistics.
• Proficiency with Microsoft Office and familiarity with video editing software such as Adobe Premiere, Final Cut, or similar programs preferred.
• Valid driver's license required.
• Must be willing to take and pass a drug/alcohol test and comply with the "Drug Free": Village of Ruidoso Policy
• Must be able to pass regular criminal history checks.
• Must possess and maintain valid New Mexico motor vehicle operator's permit of appropriate classification and endorsement as required. Must agree to maintain a satisfactory MVR and minimum requirement of insurability as required by law. MVR background checks may be conducted by the Village of Ruidoso.

PHYSICAL DEMANDS

• The usual requirements in an office environment may require lifting boxes of supplies, equipment, and occasional adjustments of office furniture.
• Frequently required to sit, talk, or hear.
• Frequently required to stand, walk, run, use hands to finger, handle, or operate objects, controls, or computer or office equipment.
• Occasionally required to reach with hands and arms, climb or balance, stoop, kneel, crouch, and crawl.
• Occasional pushing, pulling, lifting and/or moving up to 25 pounds, Occasional bending or squatting required.

Knowledge, Skills, and Abilities

• Ability to manage multiple projects and deadlines simultaneously.
• Ability to work evenings, weekends, and holidays as required by event schedules.
• Ability to maintain physical condition and stamina appropriate to the performance of assigned duties and responsibilities which may include sitting, standing, or walking for extended periods of time, driving or riding in car, bus or van, or other duties assigned

Closing Statements Any position that lists a minimum qualification for education level and/or license/certification will require the applicant to provide proof of documentation if selected for hire into the position. In the event of an emergency, employees are required to work to provide for the safety and well-being of the public, including the delivery and restoration of vital services. This job description is subject to change as the needs of the organization and Department change or the requirements of this position change.