Events Coordinator

Description

Position Summary:

The purpose of this position is to perform administrative and supervisory work developing and executing all the events for the City of Sunny Isles Beach.

Position Scope:

This is a supervisory and an Essential Personnel position.

Illustrative Examples of Essential Duties

This is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent may be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Creates an annual calendar and obtains approval for all planned events and programs, venue selections including approved spending limits.

• Oversees all logistics related to assigned events, including supervision of vendors, contractors and other departments as it relates to specific programs and activities.

• Prepares all records, including use agreements (contracts); vendor forms; composes correspondence, including all information for residents and vendors.

• Initiates, reviews, and finalizes contract for event services.

• Coordinates and arranges appropriate facilities, labor, equipment and material in the set up and break down of event logistics.

• Obtains financial sponsorship for special events by soliciting vendor and corporate underwriting and in-kind donations.

• Manages and maintains event budget, prepares and provides reports.

• Assisting the Media division with information and guidance to design and create all marketing materials, press releases, event communications, and invitations.

• Promotes and markets each assigned event to ensure distribution reaches entire community and beyond, on an individual basis and/or in collaboration with other City departments.

• Trains and supervises special events staff including volunteers and department personnel, as well as other designated employees. Ensures roles and responsibilities are clearly communicated and understood, as well as the accountability for meeting goals and objectives.

• Identifies and recommends cost control measures under area of responsibility.

• Performs other related duties as assigned.

Knowledge, Skills and Abilities

• Knowledge of time management with a focus on achieving immediate results. Knowledge of local corporate and philanthropic community. Solid project management and event planning logistics knowledge. Strong budget knowledge and management skills.

• Excellent communication and interpersonal skills, and the ability to lead, train and supervise others.

• Ability to manage and prioritize multiple projects and related resources.

• Ability to foster a team environment and rally volunteers, peers and City personnel to assist and commit to the success of related events.

• Demonstrated ability to exercise good judgment when dealing with City personnel, contractors, vendors and the general public.

• Strong computer skills. Ability to analyze and prepare data for reports.

• Ability to manage and prioritize multiple projects and events.

• Ability to work nights, weekends, and holidays depending on event needs.

• Contribute to a positive environment that fosters creativity and out of the box thinking.

• Strong problem-solving skills and the ability to make sound judgement calls.

• Ability to confirm event plans well in advance and make changes while maintaining the quality of the event in adverse conditions such as rain.

Minimum Requirements

Required Education & Experience:

• Bachelor's degree from an accredited college or university with major course work in recreation, events, or a closely related field supplemented by four (4) years special events experience, to include working in community relations, government community initiatives and/or non-profit development with at least two (2) years in a supervisory role.

• Any equivalent combination of education and experience. Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying

Licenses and/or Certifications:

• OSHA 10-hour General Industry certification

• First Aid and CPR/AED basic training certification required.

• A valid Florida driver's license is required.

• Certified Parks and Recreation Professional preferred,

Physical Requirements & Working Conditions:

• The essential job functions of this position will require the employee to perform the following physical activities. Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis:

On a continuous basis, sit at desk and/or stand at counter for long periods of time. Frequently required to walk, see, hear and talk with the public and read presented documents. On occasion required to climb or balance, stoop, kneel, crouch, taste, or smell; Intermittently twist and reach; lift or carry weight regularly of 10 pounds and on occasion weight of up to 50 pounds. Specific vision required includes close vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Additional Information:

• There is a one-year probationary period.

• It is the responsibility of the incumbent to maintain their licenses and/or certifications as a job requirement.