What are the responsibilities and job description for the Special Events Coord position at Anthem Community Council Inc?

Job Description

Description :

DUTIES AND RESPONSIBILITIES

The Anthem Community Council’s Special Events Coordinator (PT) provides support to the Special Events Supervisor. This is a highly visible and responsible position that requires outstanding communication, follow-through, and organizational skills. The Special Events Coordinator (PT) must be flexible and dependable, and able to work independently or in a team setting. This position will be primarily responsible for Anthems Market in the Park on Sunday mornings as well as assisting with all aspects of planning, coordinating, and implementing large-scale, community special events. The position must provide the highest levels of customer service and support to residents and guests. Duties will vary depending on the needs of the department.

ESSENTIAL DUTIES :

Responsible for ongoing communication with vendors via phone and email : answering questions, promoting the event, working out logistics, processing registration and confirmations for vendors.
Interacts with vendors, staff, and contractors, providing the highest levels of communication and customer service to all.
Assists with day-to-day event planning and preparations for event activities, set up, tear down, and event management. Assists in researching, planning, and coordinating effective community-wide special events.
Assists in ensuring the quality of the special events.
Assists with managing volunteers working at special events.
Coordinates supplies needed for events and makes acquisitions as needed.
Communicates event details, internally and externally; works as a team with other departments to solicit full support for event needs.
Works to promote events through proactive marketing and presentation to the public. Collaborates with other departments to ensure positive public relations.
Supports in managing various contract services within organizational guidelines.
Responsible for actively researching, identifying, and recruiting potential arts and crafts vendors or business vendors, and screening potential candidates.
Manages multiple tasks while maintaining a positive attitude.
Performs a variety of physical tasks including moving event equipment, event set up and tear down, organizing, inventorying, and cleaning event supplies.
Must be able to operate motorized vehicles safely and confidently during the event, i.e., Mules, vans, golf carts, etc…
Demonstrates a high level of initiative, good judgment, and self-motivation.
Articulates extensive knowledge of Anthem Community Council special events.
Maintains a safe environment for residents, their guests, staff, and public.
Regular, dependable attendance and punctuality are essential functions of this position.
Other duties as assigned by the Special Events Supervisor.
Manage on-site vendors, ensure vendors are registered and full payment is received and recorded properly.

QUALIFICATION REQUIREMENTS :

Education : A minimum of High School diploma or equivalent.

Experience : Two (2) years’ experience in a related position.

Must have aptitude for detail, highly effective interpersonal and problem-solving skills. Excellent communication skills are also required for this position.

Must be proficient with Microsoft Office (Word, Excel, Outlook, Publisher) and possess strong keyboarding and telephone skills.

CPR & First Aid certifications are helpful, but not required.

Schedule This is a variable hour position. The hours can include evening and weekends for the weeks close to or during an event. The selected applicant must be able to work a flexible range of hours and days. Applicants must be at least 18 years of age.

Must possess valid AZ driver’s license.

Work location– primarily the Anthem Civic Building; outdoors and on-site at special events

ESSENTIAL PHYSICAL REQUIREMENTS

Must be physically and intellectually capable of operating a personal computer, printer, fax, phone, and various other routine business equipment items. Ability to see well enough to read faint or partially obscured writing or printing.

Must be able to speak, read and write English so that various types of communication may be conducted with people of various levels of education and capabilities both in person and over the phone.

Perform physical activities (which may be for extended periods of time) that require considerable use of your arms and legs and moving your whole body, with a full range of motions including walking, sitting, standing, stooping, kneeling, reaching, pushing, pulling, twisting, bending, lifting, and carrying.

Position requires the ability to exert minimal force of up to 20 pounds and occasionally up to 40 pounds of force to move or lift objects.

WORK ENVIRONMENT

Must be able to work efficiently, timely, and quickly on more than one assignment at a time with frequent interruptions, changes, and delays.

Must remain alert to working conditions and aware of safety, health, and environmental concerns.

Must be able to work effectively with a positive attitude and demeanor in an environment which may be stressful due to adversarial situations resulting from the proper performance of duties.

The position will primarily be working indoors but will also include working in an outdoor setting with variable climate which can include rain, sleet, hail, high winds, extreme cold, extreme heat for several days during the events.

HOURS

Hours are initially capped at 20 hours per week during Market in the Park weeks, primary work hours will be on Sundays for the Market in the Park. Must also be available to work extended hours to include evenings, weekends, holidays, and Anthem signature events as necessary to ensure proper execution of Special Events and building security support. This position is capped at 400 hours per year. Hours can increase based upon the need events and increases in revenue.

Requirements :

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