Special Events Coordinator

About the role

The Town of Avon, Colorado, is accepting applications for a Special Events Coordinator. The Special Events Coordinator provides support to the Culture, Arts & Special Events (“CASE”) Manager with development, organization, and implementation of the Town’s Culture, Arts & Special Events programs, performing a variety of production and administrative duties.

Responsibilities

• Management and recruitment of special event vendors and other contractual entities to ensure compliance with Town, County and State policies, as directed.
• Management, training, scheduling, responsibilities, tracking and overall coordination of volunteer personnel to include ensuring commitments are met.
• Assists with the preparation of CASE Committee packet materials, meeting minutes and other meeting preparation as needed.
• Attends CASE Committee meetings.
• Assists the Communications Manager with the development, publication and distribution of the special event public information materials, promotional flyers, posters, brochures, and social media.
• Administration of special event and sound permits and digital sign permits, including collection of appropriate fees, required approvals and signatures, insurance forms and follow up with applicant.
• Assists with development, planning, coordination, and implementation of a variety of community and signature special events to ensure compliance with safety protocols, permitting requirements and communication with internal departments and outside agencies is timely.
• Implementation of traffic plans to include street closures, personnel placement/workload, and pedestrian/vehicular signage locations in collaboration with Public Works, Mobility and Avon PD.
• Assists with implementation and tracking of in-kind services for community, and signature events.
• Manages storage, maintenance, and accurate inventory of special events assets, materials, and supplies.
• Manages third-party private and public Pavilion rentals; and, third-party event producer contract administration, as needed.
• Assists with management of bar operations, staffing and cash management.
• Coordinates Pavilion facility reservations and accurately tracking and communicating with internal departments.
• Administers admission fee purchases and account balance.
• Maintains and updates the Town’s events calendar and special event webpages and calendar submission to external websites.
• Assists with development of reports and memorandum as needed in preparation for Council presentations.
• Creates requisitions and ensures all purchase orders are properly coded, routed and submitted to finance in a timely manner.
• Complies with all Town of Avon safety and health policies and procedures, including the use of protective equipment and clothing, to promote a safe work environment.
• Prepares correspondence such as letters, press releases, and meeting agendas.
• Attends council and community meetings, as necessary.
• Performs other duties as assigned.

Requirements

• A bachelor’s degree in event management, economics, business or equivalent work experience is required.
• Work experience shall include four or more (4+) years progressive administrative or supervisory experience in special events or like work.
• Experience working for an all seasons resort municipality is a plus.
• Any equivalent combination of education and experience will be considered.
• A background check and reference checks will be required prior to employment.

Benefits

We offer an amazing work environment, supportive leadership, and outstanding benefits.

• Retirement match of 11%
• Life insurance
• Avon Recreation Center pass
• Health, Rx, vision, and dental insurance
• Paid vacation, personal days, sick days, and holidays
• Spanish Language Initiative