DEPARTMENT: Special Events / Leisure Services
EEO Category: Professional
FLSA Status: Non Exempt

This job posting emphasizes the need for candidates to have a demonstrated history of successful event management, demonstrated supervisory experience, and strong budget management skills. Candidates that do not meet the requirements above, need not apply.

This position will require day, night and weekend availability. During the months of October - January, this position will require evening/night and weekend work for Harbor Lights.

Position Overview

The Special Events Coordinator is responsible for planning, organizing, and managing all city-sponsored events, ensuring smooth operations and client satisfaction. This role includes overseeing event coordination, providing technical support, and managing approximately ninety seasonal employees for the Harbor Lights Winter Festival. The coordinator is also in charge of handling permits and contracts for private and public events on city property and ensuring all necessary processes are completed efficiently. This position reports to the Assistant Director of Leisure Services and manages the Special Events Administrative Coordinator and Event Technicians.

Essential Job Functions

Essential duties and functions, pursuant to the American with Disabilities Act, may include the following. Other related duties maybe assigned.

• Organizes and oversees city-sponsored events, ensuring they stay within budget. Coordinates with relevant city departments for site preparation, setup and cleanup.
• Develops event plans and budgets for events. Communicates to the Assistant Director of Leisure Services of all changes.
• Collaborates with the Finance Department to complete deposits and tax transactions.
• Manages the Special Events Administrative Coordinator, Event Technicians and seasonal staff, including recruitment, training, scheduling and supervision during the Harbor Lights Winter Festival.
• Works with multiple contractors, vendors, community leaders and city staff to ensure successful event execution. Maintains effective communication with event promoters, sponsors, and city departments.
• Oversees the public and private event permit application processes, ensuring all applications and required documents are properly reviewed and approved.
• Coordinates with various city departments to arrange necessary labor, maintenance and resources for events.
• Manages logistics for all city events, including, security lighting, water access, and trash cleanup are managed.
• Maintains accurate records of contracts, fee payments and other documentation related to event permits and city property usage.
• Collaborates with the city’s marketing team to manage event websites, create promotional materials, and ensure effective communication with the public.
• Ensures event organizers adhere to city policies and procedures for the use of city facilities and equipment.
• Maintains current knowledge of the organization’s activities, developments and relevant information to support both internal and external customers effectively.
• Performs all related duties as assigned.

Knowledge, Skills and Abilities

Must possess required knowledge, skills, abilities and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Expertise in managing staff and coordinating multiple schedules.
• Proficient in planning and executing events, including large festivals.
• Ability to manage event budgets and financial transactions.
• Excellent written and verbal communication skills, capable of addressing diverse audiences.
• Strong conflict resolution skills and the ability to handle multiple tasks under pressure.
• Competence in using office software, including word processing, spreadsheets and email.
• Exceptional ability to plan, prioritize and organize work efficiently. Capable of working independently and making sound decisions.

Education and Experience

Associate’s or Bachelor’s degree in marketing, public relations, special events, business, or a related field is preferred. 2-4 years of experience in project management or event planning, with a proven track record of successful event management.

A combination of experience and education may be accepted. Experience may be substituted for education if experience is 10 or more years directly related to supervisory duties, at least 5 years of budget management duties and at least 5 years of independently managing contracts and vendors.

Required Licenses or Certificates

Must possess a valid driver’s license.

Physical Demands and Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical requirements include occasional lifting/carrying of 10 pounds; visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment. Subject to sitting, standing, reaching, walking, twisting and kneeling to perform the essential functions. Working conditions are both indoors and outdoors.