Special Events Planner

Job Summary Under the direction of the Events Manager, the Special Events Planner performs a variety of routine administrative and technical duties as needed to coordinate the day-to‑day operations of events or programs for Millcreek. Position(s) Supervised This position has no supervisory responsibilities. Essential Job Functions Administrative Support Assist with various short/long range planning, organizing, and scheduling of city special events and programs. Plan, coordinate, and implement activities as needed to ensure timely delivery of scheduled special events and programs. Fiscal & Budget Administration Provide quotes and invoices as needed to support Fiscal Budget requirements. Day‑To‑Day Operations Responsible for the planning, coordination, and execution of a variety of special events and programs. Create special event check outs and ticketing platforms under supervision of the Events Manager or Community Life Director. Create and catalog service agreements. Coordinate the purchases for ordering all materials, equipment, and supplies used in special events and programs. Assist with developing special events policy and application permit process for all city events, co-sponsored events, and other community events. Secure event items and coordinate the work of vendors and contractors. Establish and maintain partnership opportunities with key stakeholders. Develop and implement special event marketing and promotional plans as requested. Support team through assisting with event logistics, including site selection, permitting, equipment rentals, transportation, ticketing, and staffing. Oversee special event setup, breakdown, and cleanup activities. Community & Citizen Relations Assist in public relations by finding volunteer workers and presenting new events and programs to the public. Carry out publicity programs; utilize various forms of media, notices, publications, flyers and brochures to promote city‑wide interest and use of recreation facilities. Coordinate with internal departments, external vendors, and stakeholders to ensure seamless execution of special events and programs. Perform other duties as assigned. Minimum Qualifications Education and Experience: Graduation from high school or GED, plus one (1) year of specialized training related to event planning, project management, hospitality, recreation management, or related field. Sufficient experience to demonstrate an ability to perform the above and related duties required. An equivalent combination of education and experience. Special Qualifications: Valid Utah Class D Driver's License required. Knowledge, Skills, and Abilities: Working knowledge of the methods and techniques of developing and operating special events and programs; of the philosophy and objectives of community special events and programs; of community and public relations; of creative thinking and problem‑solving abilities; of equipment, facilities, operations and techniques used in comprehensive community recreation special events and programs; and of the operation of personal computers and various software applications including spreadsheets, word processing, etc. Some skill in the art of diplomacy and creative problem-solving. Ability to schedule special events; to establish and maintain effective working relationships with employees various age groups, other organizations, and the public; to communicate effectively, verbally and in writing, and to stay organized. Working Conditions Environment: Work is performed in a mixed environment of standard office and on‑venue at Millcreek Common, which may require working outdoors in extreme weather conditions. Local travel may be required for business meetings, to run errands, etc. The nature of community events requires incumbent to work outside of traditional work‑week hours and days. This position requires on‑site attendance; remote work and/or working from home are not permitted. Physical: Incumbent should be able to lift 25 lbs. and handle more weight with assistance of logistics equipment. Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction. Attendance/Work Schedule: Millcreek City Hall and Millcreek Common are the employee's headquarters and primary location for work. The employee is expected to report to and maintain contact with city personnel during normal business hours Monday through Friday. Schedule will be determined by event plans and the employee's supervisor. #J-18808-Ljbffr