Special Events Coordinator

Summary

The Special Events Coordinator, under the general supervision of the Special Events Manager, coordinates and implements a variety of city events, overseeing all logistics, promotions, and daily operations. This role also handles purchasing and budgeting, cultivates sponsorships, and ensures excellent customer service for citizens and stakeholders.

Essential Duties and Responsibilities

Coordinates, develops, and implements diversified events and activities for all ages within the city and with other city and public organizations

Works with the Marketing & Digital Media division to develop promotional items of programs and events

Coordinates the daily operation of assigned events to include scheduling and preparing all logistics

Follows-up with volunteers, vendors, and sponsors; provides support as needed

Communicates project and event information to staff and city stakeholders

Oversees data in City systems, such as RecTrac/WebTrac, , Open Counter, OpenGov, Dayforce, etc.

Represents the city and department at meetings and conferences

Provides exceptional customer service and responds to inquiries and requests from citizens

Monitors and reviews special events budget

Prepares and processes purchase orders

Purchases and manages for events related promotional products and supplies

Identifies, solicits, and secures event sponsorships to enhance programming and offset event costs

Cultivates and maintains strong relationships with sponsors, ensuring fulfillment of agreements and recognition

Develops sponsorship packages, proposals, and reports in partnership with the Marketing & Digital Media division

Provides post-event follow-up with sponsors to ensure satisfaction and encourage renewal

Follows City policies, procedures, and safety guidelines

Performs other duties as assigned

Minimum Qualifications

Combination of education and experience equivalent to a bachelor’s degree in hospitality, Event Management, Public Relations, Recreation Administration or related field

Two (2) years of experience of developing and implementing events, programs, or related activities

Preferred Qualifications

Bachelor’s degree in hospitality, Event Management, Public Relations, Recreation Administration or related field

Experience working in municipal government and/or county level event operations

Three (3) years of related experience

Certifications, Licenses and Registrations

Certified Festival & Event Associate (CFEA) Certificate - preferred

Valid driver’s license