Events Specialist

POSITION SUMMARY:

Under general supervision of the Special Events Supervisor, the incumbent plans, coordinates, promotes, and executes a variety of community events, programs, festivals, and engagement initiatives that support the City’s goals for community connection, economic vitality, tourism, and quality of life. This position serves as a lead operational partner in the execution of municipal events, and is responsible for coordinating logistics, vendors, contractors, volunteers, sponsors, and event operations while supporting marketing and community engagement efforts.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Research, develop, promote, execute, and evaluate community programs, events, festivals, and related projects. Coordinate event logistics, including vendors, contractors, entertainment, staffing, volunteers, rentals, infrastructure, permitting, safety planning, risk management, and the mitigation of liability and legal issues related to events. Recruit, train, schedule, and oversee volunteers supporting community events and festivals. Assist in planning and implementing promotional initiatives including social media campaigns, website updates, printed materials, sponsor visibility, and community engagement efforts in accordance with City branding and communication standards. Source, identify, coordinate, and communicate with sponsors, vendors, volunteers, community organizations, and other event partners in a timely, effective manner, using various communication platforms (e.g. phone, in person, email/internet, etc.). Assist with budget administration; event reporting; sponsorship coordination; and record keeping for events and related activities. Support the implementation of promotional initiatives by providing timely event information, operational updates, sponsor visibility requirements, and content resources for social media campaigns, website updates, printed materials, and community engagement efforts in accordance with City branding and communication standards. Maintain inventory of event-related equipment, signage, supplies, and other departmental assets. Coordinate storage, tracking, inspection, maintenance, and replacement needs to ensure equipment is organized, operational, and event-ready. Maintain organized event records, and utilize software platforms and technology systems to support operations and reporting. Assist co-workers and other City staff with the implementation of other programs, events, or projects as needed. Maintain open and proactive communication with the Special Events Supervisor regarding work progress, project status, priorities, and any issues that may impact timelines or event success. Conduct pre- and post-event evaluations, and operations improvements. Communicate effectively, and develop and maintain positive working relationships with all City staff, vendors, sponsors, volunteers, and the public while treating them with professionalism, courtesy, and respect. Adhere to all departmental & City policies and procedures. Regular, reliable, and punctual attendance is required.

ADDITIONAL DUTIES & RESPONSIBILITIES:

Flexibility to work evenings, nights, weekends, holidays, and extended hours for events or other departmental needs. Participate in event setup, teardown, troubleshooting, and operational support as needed. Perform other duties and responsibilities as assigned.

REQUIRED KNOWLEDGE, SKILLS, & ABILITIES:

Excellent oral, interpersonal, and written communication skills. Ability to work well under pressure; manage multiple projects and deadlines in a fast-paced environment; prioritize effectively; exhibit appropriate decision making; and perform successfully in a dynamic, changing environment with professionalism, flexibility, and adaptability. Ability to utilize strong organizational skills, attention to detail, and exhibit professional judgement. Ability to work proactively, as well as both independently and in a collaborative team environment. Ability to be self-motivated and team-oriented while maintaining a strong commitment to public service. Ability to learn and utilize event management software, technology systems, and standard office equipment. Ability to work effectively in a team environment, and treat co-workers, vendors, and patrons with professionalism, courtesy, and respect. Ability to be punctual and attend work regularly.

MINIMUM QUALIFICATIONS:

Bachelor’s degree required, preferably in Hospitality Management, Event Planning, Leisure Studies, or related field. Two (2) years of experience performing similar or identical tasks in a recreation setting required. Similar or same work experience in marketing, special event production, or equivalent professional experience preferred. Must have and maintain a valid Texas Driver’s license prior to employment and safe driving record. Must pass a pre-employment screening, background check and employment eligibility verification.

PHYSICAL DEMANDS & WORK ENVIRONMENT:

The essential functions of this position are performed in both an indoor and outdoor environment. The position requires frequent standing, walking, bending, reaching, climbing, kneeling, and repetitive motions associated with job duties. The position also requires the ability to lift carry, push, and pull up to fifty (50) pounds. Occasionally, the position will require prolonged periods of standing and walking, often on uneven surfaces. Outdoor work may be performed in varying weather conditions, involving exposure to heat, cold, humidity, rain, wind, dust, noise, and other environment conditions. Must be able to use various office equipment, including but not limited to, computers, audio/visual technology, telephones, fax machines, printers, copiers, etc. The position requires the flexibility to work evenings, weekends, holidays, and extended hours based on event schedules and operational needs. #J-18808-Ljbffr City of Roanoke