Assistant Director of Special Events

About the role

The purpose of this position is to assist the Director in the operation of the Special Events Department; perform the Director's tasks in their absence.

Preferred Candidate Attributes

• Demonstrates exceptional organizational and project management skills, with the ability to coordinate multiple events, deadlines, vendors, and stakeholders simultaneously while maintaining attention to detail.
• Possesses strong interpersonal and relationship-building abilities, fostering productive partnerships with City departments, community organizations, businesses, sponsors, volunteers, and residents.
• Thrives in a fast-paced, team-oriented environment and is willing to take a hands-on approach to event planning, setup, tear down, execution, and problem-solving. This position requires work on most weekends and must be able to work in outdoor weather conditions, stand for extended periods of time and set up event equipment.
• Exhibits excellent communication skills, both written and verbal, with the ability to effectively represent the City, manage public interactions, and communicate clearly with diverse audiences.
• Shows creativity and innovation in developing memorable community events while balancing operational needs, budget considerations, safety requirements, and City objectives.
• Demonstrates sound judgment, adaptability, and a customer-service mindset, remaining calm under pressure and responding effectively to unexpected challenges before and during events.

Essential Duties and Responsibilities

• Aid the Director in all aspects of managing the Special Events Department, particularly when it comes to special events, operation, and execution.
• Aid the Director in accomplishing the goals and objectives of the department as outlined, including securing sponsorships, vendors, and partners for special events.
• Handle special projects as needed and directed.
• Aid the Director in the planning and implementation of the department budget.
• Act as a liaison between special event partners and organizers and the City.
• Build strategic relationships with event organizers, sponsors, partners, and area businesses.
• Maintain a close working relationship with key departments.
• Oversee and manage all Special Events.
• Perform the Director's duties in their absence as directed.
• Aid the Director in supervising the departments' paid and volunteer staffs. Relay assigned tasks and monitor work output. Ensure work is being accomplished in an effective and efficient manner. Report any and all irregularities to the Director. Assist with annual performance evaluations.
• Organize quarterly reports for the Director, Mayor, Council, and Director of Administration of activities and advancements the department.

Minimum Training and Experience Required to Perform Essential Job Functions

• Associate degree in Marketing, Event Planning, Sales, or related area.
• Five years marketing, event planning, or public relations experience.
• Prior supervisory experience or any combination of education and experience that provides equivalent knowledge, skills, and abilities.
• Bachelor's degree preferred.

Physical and Mental Abilities Required to Perform Essential Job Functions

• Ability to analyze data and information using established criteria, in order to determine consequences and to identify and select alternatives.
• Ability to compare, count, differentiate, measure, copy, record and transcribe data and information.
• Ability to classify, compute, tabulate, and categorize data.
• Ability to counsel, mediate and/or provide first line supervision.
• Ability to persuade, convince, and train others.
• Ability to advise and provide interpretation regarding the application of policies, procedures and standards to specific situations.
• Ability to utilize a variety of advisory and design data and information such as budgets, invoices, technical study reports, market analysis, architectural drawings, demographic studies, annual reports, contracts, press releases, informational brochures, advertising, newspaper copy, City ordinances, State statutes and non-routine correspondence.
• Ability to communicate orally and in writing with visitors, attorneys, legislators, City officials, Bureau members, vendor representatives, contractors, travel writers, news media representatives, consultants, travel and convention planners, civic groups, service clubs, Chamber of Commerce members and Department personnel.
• Ability to stand and walk for extended periods during events.
• Ability to lift, carry, push, or pull event materials and equipment (often up to 25–50 pounds, depending on the role).
• Ability to bend, stoop, kneel, reach, and climb stairs as needed for event setup and breakdown.
• Ability to work indoors and outdoors in varying weather conditions.
• Ability to travel between event sites and venues.
• Ability to operate standard office equipment, computers, and mobile communication devices.
• Ability to work evenings, weekends, and extended hours during event periods.
• Sufficient visual and auditory acuity to monitor event operations, communicate with staff and vendors, and respond to event-related situations.