Event Coordinator

Position Overview

The Events Coordinator provides special event coordination for the Parks, Recreation & Open Space Department by planning, permitting, developing, organizing, producing and evaluating various special and community events on behalf of the department and city.

Primary Duties & Responsibilities

• Plans, develops, organizes, implements, administers, and evaluates city special events and coordinates and serves in lead and support roles for other events as assigned.
• Arranges all aspects of public special events (500 to 6,000 attendees) including but not limited to: developing creative details, site mapping, managing event budgets, security, technical arrangements, vendor coordination, sponsorship deliverables and activation, event signage, supplies and equipment.
• Coordinates with marketing specialists to ensure all marketing, advertising and communication needs for promotion of the events is addressed and clearly defined for attendees; this includes but is not limited to the sponsorship deliverables, event signage and website.
• Coordinates event volunteers and ensures onsite roles, responsibilities, and assignments are clearly defined and communicated.
• Establishes relationships with sponsors, neighborhood organizations, local builders, businesses, and any other organizations having an association with special events such as festivals, concerts, and walks/runs.
• Performs administrative tasks including contract management, permitting, fee and deposit collection, budgeting records, event and annual reports.
• Manages various workflow processes and performs additional duties as assigned.

Requirements

• An equivalent combination of education, training, and experience that demonstrates required knowledge, skills and abilities may be considered.
• Education: Bachelor's Degree in event management, recreation, or a directly related field or equivalent.
• Experience: At least 3 years’ experience in special events.

Preferred Qualifications

• 3 years of large-scale event experience (highly preferred)
• Experience in sponsorship sales and sponsorship relations.
• Experience in a public sector/government environment preferred.
• Certified Special Events Professional (CSEP)
• Event management software, such as Eventeny.

Knowledge

• Strategies, best practices and operations of special events.
• Stage specifications, event equipment and permitting policies as related to special events.
• Budget and data management.
• Personal computers, laptops, related hardware and related software packages including but not limited to Microsoft Office (word, excel, SharePoint).

Skills

• Strong interpersonal skills with demonstrated capabilities in communications and public speaking.
• Strong customer service skills as it relates to serving as a representative of the department and city to the community, external and internal organizations and businesses.
• Obtaining and retaining sponsorship and partnership sales.
• Strong task and time management skills, balancing multiple assignments at once and adhering to deadlines.
• Skills in data and application processes, policy adherence as it relates to obtaining permits.

Abilities

• Establish and maintain effective working relationships with fellow city of Aurora employees and city departments, public, elected officials, local, state and regional organizations, companies, schools, nonprofits, and other event professionals.
• Plan, organize and implement special and community events, and supervise and direct the work of other staff or volunteers at special events.
• Communicate effectively and respectfully both orally and in writing.
• Handle sensitive or stressful situations with tact and diplomacy.

Licenses And Certifications

• Required Colorado Driver’s License with good driving history.

Working Conditions

• Essential Personnel: When a local announcement of emergency or disaster is declared by the City, all City of Aurora employees may be required to work as essential personnel.

Physical Demands

• Medium physical work that involves occasional lifting to a maximum of 50 lbs. with frequent lifting or carrying of objects weighing up to 25 lbs.
• Occasional walking and standing.
• May require frequent pushing, pulling, bending and stooping.
• Clear vision to read and interpret reports and other written documents.
• Speech communication and hearing to maintain communication with employees, citizens, volunteers and other groups.
• Hand/eye coordination for operation of computer keyboard, carts and moveable shelving.

Work Environment

• Works both indoors and outdoors with exposure to varying weather conditions, noise, fumes, chemicals, and dust.

Equipment Used

• Uses standard office equipment including personal computer and common office software such as email, internet, Word, Excel, event planning software and recreation registration/POS system.
• During special and community events, this position may use equipment such as tables, chairs, tents, etc.
• This position may require the incumbent to use personal equipment (e.g. vehicle, cell phone, tools, etc.) in the course of their employment.
• May require operation of a motor vehicle.