Events Coordinator

Essential duties listed below are intended as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is similar, related, or logical to the position.

• Plan, organize, and implement City of Victoria community, special and city-sponsor events for (e.g. Light Up Victoria, Truck Rodeo, Pop-Up Splash Pad, Volunteer Appreciation Event, and Donuts in Victoria).

• Coordinate and implement City educational and enrichment events and programs, including identifying presenters, securing event locations, and assisting in event setup, recruiting and directing the activities of any volunteers.

• Represent the City at community events or meetings, civic organizations, or programs.

• Design and prepare and present promotional content, presentations as necessary; engage and interact with visitors to the City’s booth; prepare and present presentations regarding assigned communications program.

• Assist with special events hosted by the City of Victoria Fire Department, Parks & Recreation Department, and other departments, providing communications and engagement related support as needed.

• Maintain the inventory of event supplies (e.g., décor, signage, audio/visual equipment, tents, games, etc.); order and quality-check all materials required for events in accordance with budget.

• Proactively communicate with internal and external partners regarding deadlines, expectations, timing, directions, etc.

• Seek grant opportunities and sponsorships to secure financial or in-kind contributions from local businesses, organizations and/or individuals, building lasting partnerships to support and enhance city events and programs.

• Collect feedback from participants, stakeholders, and staff to evaluate the success of events and identify areas for improvement.

• Develop or assist in the monitoring, maintenance, and measurement of progress toward Department’s communications and marketing objectives.

• Contribute ideas and design and write content for the City’s newsletter, website, social media accounts, video projects, brochures, press releases, signs, and other marketing pieces to inform and attract residents and visitors to the City’s programs, services, events, etc.

• Work closely with the Communications team to promote events via social media, city websites, newsletters, and local media, ensuring broad community awareness and participation.

• Maintain City brand standards across all City print and digital marketing and communication activities.

• Assist with implementing marketing strategies to effectively promote City projects, initiatives, programs and services while educating the public on issues. Seek out and incorporate creative and innovative methods of communicating with members of the community.

• Take images, photographs, B-roll, or short videos of department events, activities and facilities for use in marketing and communication efforts. Manage a repository of City images, B-roll and videos to ensure proper organization, labeling and storage to provide a library of content for use over time.

• Promote a positive and professional image of the City of Victoria by being knowledgeable about City programs, news and events, appropriately answering questions and/or referring questions or issues beyond the scope of expertise to the appropriate City official.

• Prepares cost estimates for recommendations; submits justification for requests. Develops requests for proposals and scopes of work parameters; administers and manages contracts with vendors to provide services for communications, design, and other related services.

• Keep abreast of industry standards and actively participate in professional organizations such as the Minnesota Association of Government Communicators.

• Provide backup coverage for front desk inquiries.

• Perform all other duties as assigned.

Requirements:

• Associate degree in communications, event planning, hospitality, public relations, marketing or other closely related field.

• One-Year experience in event planning, event support, project management and/or community relations.

• Ability to occasionally work evening and weekend hours for special events and programs.

Preferred Requirements:

• A combination of education and experience to equal at least 4 years.

• Experience working with multiple departments and deadlines, diverse groups, vendors, partners, setup and cleanup of events, and vendor payments.

Other Requirements:

• Ability to pass a criminal background check.

Knowledge of:

• Processes involved in planning, organizing, and managing events, including timelines, budgeting, and resource allocation.

• Best practices for ensuring safety and compliance at events specific to state and local regulations.

• Municipal government organization and administration.

• Photographic and video equipment and techniques.

• Social media and website content development.

Skills:

• Excellent written communication skills, including knowledge of proper English spelling, grammar, and punctuation.

• Strong computer skills with Microsoft Office (Word, Excel, PowerPoint and Outlook) and Adobe Creative Cloud (Photoshop, Illustrator and InDesign).

• Excellent organizational skills and attention to detail.

Ability to:

• Communicate effectively with proven ability to clearly convey complex ideas and data in written, presentation, and spoken formats to a variety of audiences.

• Act as liaison to the public.

• Deal effectively in situations requiring diplomacy and tact.

• Conduct research and perform analysis.

• Exercise sound, independent judgment within established guidelines.

• Coordinate multiple projects simultaneously; diagnose operational problems and take effective courses of action.

• Interact effectively under pressure and meet deadlines; work independently with minimal supervision.

• Collaborate with the ability to establish and maintain effective working relationships with internal colleagues, external partners, and the public.

Salary : $25 - $38