Special Events Coordinator

Special Events Coordinator

The Special Events Coordinator is responsible for planning, promoting, and executing a wide range of community recreational events for the Village, including festivals, concerts, movie nights, holiday celebrations, and other public programs. This role manages the full lifecycle of event production—from concept development and budget planning to on-site supervision and post-event evaluation.

The position requires extensive public interaction and strong skills in event planning, communication, problem-solving, and time management. The coordinator works collaboratively with Village departments, community groups, businesses, vendors, and volunteer organizations to ensure high-quality, safe, and well-organized events.

Key responsibilities include overseeing the Village's special event temporary use application process, coordinating equipment and staffing needs, developing marketing materials, creating sponsorship opportunities, and maintaining accurate records. The role also participates in hiring and training part-time or seasonal staff and assists with policies and forms related to facility use and rentals.

Work is performed with significant independence under the general supervision of the Recreation Superintendent and is evaluated through meetings, feedback, and the success of events and outreach efforts.

Typical Duties and Responsibilities

• Plans, organizes, coordinates and supervises implementation and production of recreational special events for the Village including festivals, holiday events, movie nights, concerts, scavenger hunts, and other community events, oversees and supervises production of actual events ensuring all aspects run smoothly and events are successful.
• Develops plans for events and festivals with other recreation and Village staff, coordinates meetings and activities within and across Village departments and with community groups, businesses, third party event organizers and civic groups, communicates via emails, determines event staffing and equipment needs, develops cost estimates for event support and preparation, coordinates administrative details, develops project schedule, prepares budget and purchases items, schedules event set-up and breakdown of equipment, and ensures facilities and grounds are clean and orderly before and after events are completed.
• Organizes and promotes sponsorships of events, promotes involvement by volunteers and businesses, creates social media posts and e-news blasts, creates and distributes flyers and posters to promote events, and updates Village website events calendar and program guide.
• Participates in hiring and performs training, orientation, performance coaching, and evaluation with assigned staff.
• Coordinates set up and breakdown of Village owned mobile stage for various events with appropriate staff
• Oversees special event use application process and issues permits, reviews for event needs and liability insurance coverage, schedules meeting with other town staff to review application for safety requirements and other event needs such as street closures, determines equipment needs and ensures clean up after event and connects customer with area vendors and resources for their events.
• Coordinates deliverables of contracted event service providers e.g. production company, sanitation services, performers and vendors. Oversees contract and COI of contracted service providers.
• Develop policies, procedures and template forms for facility use and rental processes.
• Maintains records and reports on event activities.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities

• Considerable knowledge of the principles, practices and policies of municipal recreation programs and activities.
• Considerable knowledge of current literature, trends, and developments in the field of public recreation.
• Considerable knowledge of principles and practices of marketing.
• Considerable knowledge of principles and practices of effective customer service, consultation and negotiation and demonstrated skill in use.
• Knowledge of modern and effective supervisory principles and practices including communications, motivation, leadership, performance coaching, and evaluation.
• Working knowledge of computers and office software such as word processing and spreadsheets, and ability to use in performing duties.
• Working knowledge of government budgeting, purchasing and personnel procedures.
• Skill in event planning, time management, and operational logistics for major events.
• Ability to provide leadership with varied department staff and volunteers in planning, organizing and producing events.
• Ability to provide supervision of event activities and related volunteer and staff involvement.
• Ability to express ideas effectively in oral and written forms.
• Ability to deal tactfully and courteously with the public.
• Ability to analyze information and situations and make sound judgments.
• Ability to develop and maintain effective working relationships with community, business and civic groups, volunteers, peers, superiors, and the general public.

This position requires enforcing and following all Village of Pinehurst and OSHA safety regulations.

Physical Requirements

• Must be able to physically perform the basic life operational functions of climbing, stooping, kneeling, crouching, reaching, standing, walking, pulling, lifting, fingering, grasping, talking, and hearing.
• Must be able to perform heavy work exerting up to 70 pounds of force occasionally; 50 pounds of force frequently; and/or 20 pounds of force constantly to move objects.
• Must possess the visual acuity to prepare and analyze data and reports, to operate a computer, to read extensively, and to make visual inspections.
• Subject to inside environmental conditions: Protection from weather conditions but not necessarily from temperature changes.
• Subject to both environmental conditions: Activities occur inside and outside.
• Subject to exposure of infectious diseases.

Minimum and Preferred Qualifications

Graduation from an accredited college or university with a bachelor's degree in recreation administration, event management or closely related field, and three (3) or more years of experience in large event planning and public recreation; or an equivalent combination of education and experience. Possession of a valid driver's license. Certified Crowd Manager certification preferred. Must have First Aid/CPR certification within 12 months of hire date.