Special Events and Marketing Coordinator

Job Summary

Essential Functions

• Coordinates event plans with community organizations and city departments
• Organizes and leads Special Event Team meetings
• Ensures completion of permitting, pre-planning, insurance, logistics and post-event meetings
• Reviews and maintains agreements, contracts and supporting documents for special event organizers
• Captures documentation of concerns and opportunities at community events
• Serves as the point of contact for citizens regarding special events, programs, tournaments, facility rentals, etc.
• Attends community events to ensure smooth operation and compliance with requirements
• Photographs events for marketing purposes
• Designs and publishes marketing materials, including news releases, brochures, flyers, posters, catalog pages and signage
• Works with the Public Information Officer to market through additional resources
• Solicits sponsorships for special events
• Updates and maintains the department website and social media pages
• Affords assistance in recruiting volunteers
• Maintains volunteer database
• Schedules volunteers as needed
• Coordinates volunteer recognition programs

Knowledge Required By The Position

• Event planning and management principles
• Scheduling, logistics and resource allocation principles
• Marketing and public relations principles
• Computers and job-related software programs
• Planning
• Administering and delivering recreation programming
• Problem solving
• Interpersonal relations
• Oral and written communication

Supervisory Controls

• The Recreation Programs Manager assigns work in terms of general instructions
• The supervisor spot-checks completed work for compliance with procedures, accuracy and the nature and propriety of the final results

Guidelines

• Event guidelines and requirements
• City ordinances
• City and department policies and procedures

Complexity/Scope of Work

The work consists of varied administrative and program coordination duties. The necessity of coordinating with a variety of stakeholders contributes to the complexity of the work. The purpose of this position is to coordinate the department's special events and marketing functions. Successful performance in this position contributes to the success of city special events.

Contacts

• Coworkers
• Other city personnel
• Volunteers
• Business leaders
• Representatives of civic organizations
• Elected and appointed officials
• The general public