Senior Special Events Coordinator

Job Summary

Under the general direction of the Special Events Superintendent, the Senior Special Events Coordinator assists in planning and administering all major events for the Parks, Arts & Recreation Department. In addition to functional and technical supervision, the Senior Special Events Coordinator participates in or is responsible for the administration of front-line personnel functions for special events. The position coordinates, initiates, and maintains effective relationships with assigned staff, city departments, outside vendors, and community/civic groups and is responsible for identifying, negotiating, and/or executing partnerships and sponsorships for events in the department. Performs other related work as required.

Essential Job Functions

This information is intended to be descriptive of the key responsibilities of the position. The following examples do not identify all duties performed by any single incumbent.

This position has responsibilities that require lifting up to 40 pounds on occasion.

• The typical hours for this position are Monday- Friday from 8am-5pm but will vary for special events based on the schedule for each which are typically nights, weekends, and/or holidays.
• Assists with planning, directing, and guiding special event functions.
• Coordinates and develops programming and/or events; communicates with vendors, contractors, entertainers, and designated staff; ensures all services are provided.
• Coordinates set-up, operation, and tear down of events and helps to facilitate in all operational aspects during the duration of events.
• Leads staff and/or volunteers for each event; directs employees and prioritizes duties; monitors work activities as relative to each event.
• Maintains reports of incident and accidents that may occur during events.
• Monitors and maintains inventory of equipment and supplies for the special event division.
• Assists in completing contracts, agreements, purchase orders, and other contracts as required; manages negotiations with clients and vendors specific to each event as directed by the Special Events Manager.
• Coordinates sponsorship opportunities and manages deliverables on executed sponsorship agreement(s) for each event(s).
• Performs office duties by maintaining report program worksheets daily; developing flyers, profit, and loss reports; scheduling hours for volunteers and part time workers; inputting data into the computer.
• Assists the Special Event Manager in interacting with employees and the public, answering inquiries, addressing complaints and grievances, responding to emergency issues and assisting patrons.
• Provides customer service to internal and external customers by responding to requests in a timely and professional manner.
• Promotes public relations by speaking to schools, groups, organizations, parents, members and participants about programs and the needs of the community.
• All other duties as assigned by a supervisor/manager within your department/division.

Minimum Qualifications

Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities may qualify. A typical way to obtain the knowledge, skills and abilities would be:

• Education: Bachelor's degree in business, marketing, or other relevant areas.
• Experience: Three (3) years minimum experience in special event/programming/venue operations.
• Licenses: Valid Class C Driver's License required.