Community Events Planner

Summary

Under general supervision of the Community Events Manager this position coordinates Community events varying in size, works to implement deliverables of Council approved events on and off of the Ak-Chin Indian Community and assists with internal community events

Minimum Qualifications

Bachelor’s Degree in Marketing, Communications, Public Relations, Business Administration or a closely related field and a minimum of three (3) years of Event Management, Marketing or Public Relations. Must have proficiency in planning, scheduling, coordinating and marketing related to the stage of special events, concerts, festivals and special events. This job requires strong customer service skills and experience working with contracts and agreements pertaining to special events; OR an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job. Must have a valid Arizona Driver’s License and be able to meet the Community’s insurance carrier requirements. Must successfully complete and pass a background check. Tribal government special events experience is preferred. Additional Requirement: Ability to work a flexible schedule, work evenings, weekends, and holidays. Must have the ability to lift up to 25 lbs. and stand for long periods of time

Examples of Duties

• Works closely with the Community Events Manager, community departments, committees and enterprises to plan, coordinate, and stage special events, festivals, concerts, featured speakers and related activities held by and/or for the Community.
• Responsible for marketing and promoting the Ak-Chin brand, special events, concerts, sponsorships, and related activities through advertising, direct marketing, various media, social and local avenues.
• Communicates tactfully and courteously with Communit Events Manger, community departments, committees, enterprises, customers, general public and other external sources.
• Oversees events that may include festivals, concerts, special events and related activities with coordination of recruits, equipment, media, marketing, and logistics.
• Coordinates services, such as accommodations, transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.
• Actively contributes to identifying potential partners; drafting and creating proposals tailored to potential partners.
• Reviews Council approved contracts and coordinates all event deliverables with an event action plan to ensure the deliverables are met.
• Coordinates services, materials and support systems needed from other agencies and community departments; including identifying roles and responsibilities, determining time, costs, resources, or materials needed to coordinate an event..
• Represents the Community at meetings, marketing events and other related community and sponsorship events.
• Manages, prepares and maintains financial records including revenue from fees generated by events, event operational costs, budget projections and analysis. Analyzes invoices for accuracy and requests payment.
• Recruits, schedules, trains and supervises temporary and volunteer staff. Follows safe practices and training related to risk management and safety of participants and staff members.
• Identifies and implement services, materials, resources and support systems from other agencies or Community Departments to achieve a Community event.
• Assembles sponsorship materials, including letters, proposals, budgets and presentations.
• Prioritizes projects to keep multiple projects moving in a timely manner and to meet established deadlines for events.
• Reports progress in sponsorship research, sponsorship inquiry and outcome to the Community Services Manager and the Community Events Manager.
• Tracks and maintains data on Community event activities including statistical data and providing monthly and other special reports.
• Assists Community Events Manager in coordinating and executing Community events.
• Performs other work-related duties as required.

Other Requirements

• Knowledge and techniques for developing marketing, advertising, and public information programs.
• Knowledge of project management practices and procedures.
• Knowledge of the principles, practices and methods of short and long-term planning.

• Knowledge of history culture, laws, rules, customs and traditions of the Ak-Chin Indian Community.
• Strong knowledge of contracts and agreements for services and products provided by vendors; including sponsorship contracts.
• Skill in organizing and prioritizing workload, time management and managing multiple event projects at the same time.
• Skill in maintaining confidentiality.
• Skill in providing effective and friendly customer service.

• Ability to prepare and deliver oral and written reports and facilitate meetings
• Ability to coordinate the planning, scheduling and implementation, promotion and staging of special events, concerts, etc.
• Ability to analyze problems and make recommendations for improvement.
• Ability to assist with recruiting, organizing and coordinating event sponsors, volunteers and vendors.
• Ability to work efficiently and calmly under pressure in a busy and distracting environment.
• Ability to work well in a team setting and assist with event logistics in a support role.

• Ability to lift up to 25lbs and stand for long periods of time.
• Ability to work in adverse weather conditions during outside events.
• Ability to work a flexible schedule. Evening, weekend and holiday work required