Event Specialist

Performs routine professional activities supporting the execution of special events, programs, and services on behalf of the city. Work involves assisting with planning, coordinating, and monitoring public events, celebrations, programs, and facilities, and ensuring community engagement is consistently safe, positive, and inclusive. 

 Work is performed under general supervision with limited latitude in the use of initiative and independent judgment based on professional education and previous experience. Reports to the Special Events Supervisor or designee.

The essential functions listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Staff may also perform other duties as assigned. 

Assists with the planning, organization, coordination, and implementation of city-wide special events and community programs, including recruiting and maintaining an active list of volunteers.

Conducts inter-departmental event planning meetings and de-briefing sessions post events for future improvements and suggestions.

Develops promotional plans and materials for recreational programs and special events; prepares electronic and print mail and brochures and press releases and media publications to promote a variety of opportunities for the public.

Arranges and/or confirms catering and supplies for the department’s programs and events; places orders, coordinates vendor deliveries, and purchases and picks up equipment and supplies as necessary.

Monitors contracts with vendors for adherence to specifications, agreements, and requirements; assists with soliciting donations and corporate sponsors and partners for city programs.

Attends a variety of city and community events and external partner events including but not limited to, concerts and movies, holiday celebrations, cultural events, staff and recreational programs; participates in the setup and breakdown of internal events and programs.

Monitors assigned city facilities and event spaces to determine maintenance and repair requirements; performs frequent routine inspections on facilities and equipment; completes reports and submits work orders per established protocols.

Analyzes operational costs to assist with the development of fee structures; recommends adjustments and proposes ideas to increase revenue for facilities; advises on facility improvement plans and initiatives.

Initiates rental agreements for use of city event spaces and facilities by external groups and individuals; arranges, communicates, and maintains a schedule for facility rentals; controls the supply and equipment inventory and purchases related to special events and facilities rentals.

Enforces facility rental policies and regulations on behalf of the city; advises on updates to such policies and procedures to refine the efficiency and operation of assigned facilities and delivery of services.

Provides overall administrative support for departmental activities, including but not limited to, monitoring expenditures, verifying invoices, submitting work orders, interviewing and selecting contractors and part-time personnel, drafting, reviewing, and/or distributing news releases, and management of social media platforms, virtual event registration websites, and electronic event calendars.

Adheres to all city and public health and safety guidelines and protocols; performs job functions in a safe manner and reports all safety hazards per established policies and procedures.

Maintains quality communication and interaction with all city personnel, representatives from external organizations, and the public to maintain good will toward the city and to project a positive city image.

Demonstrates behaviors that support the City’s Vision and Values.

Maintains on-call work availability as assigned, to prepare for, respond to, or recover from a hurricane, tropical weather event, or other emergency to meet the city’s obligation to remain operational before, during, and after the event; duties assigned may or may not be typical of the job and are contingent upon the needs of the city and the residents because of the event.

Establishes and maintains effective working relationships with those interacted with during work regardless of race, color, religious creed, national origin, ancestry, sex, sexual orientation, gender identity, age, genetic information, disability, political affiliation, military service, or diverse cultural and linguistic backgrounds.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Bachelor’s degree in event management, hospitality, leisure services, or related field required; supplemented by a one (1) year of directly related experience; or an equivalent combination of education, certification, training and/or experience. 

Required Certifications and Licenses

Must possess and maintain a valid State of Florida driver license and the ability to drive a city owned vehicle per established policies, procedures, and safety guidelines.

National Incident Management System (NIMS) training will be required (and sponsored) according to job duties and responsibilities.  

Must possess or obtain within four (4) months of hire, First Aid / CPR Certification, and within one (1) year of hire, Crowd Manager Certification.

Salary : $57,680 - $62,000