We’re Hiring a Special Events Coordinator

Application window has closed.  Assists coordination of special events to generate funds, attendance, increase membership, volunteers, and/or clients for the organization. Assists with budget planning, booking event services and permits for food, entertainment, supplies and equipment; solicits donations, volunteers, sponsors, and participation; assists with planning and organizing ticket sales; attends events to resolve problems, coordinate activities, and ensure the event runs smoothly; works with and coordinates activities/responsibilities of event committee members; maintains event donor, volunteer, sponsor, and participant databases and records.

TITLE: SPECIAL EVENTS COORDINATOR
REPORTS TO: EXECUTIVE DIRECTOR
STATUS: NON-EXEMPT

SUPERVISION RECEIVED AND EXERCISED:

General supervision is provided by a higher level position, usually the Development Director or Executive Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

EXAMPLES OF DUTIES

Depending upon assignment, duties may include but are not limited to, the following:

  • Plan and direct events as assigned by supervisor.
  • Coordinate and book food, entertainment, supplies and equipment as needed, including the coordination/booking of vendors providing these services.
  • Assist with event budgets and budget performance, calendars and timelines.
  • Solicit and coordinate donations, volunteers, sponsors, and participation.
  • Coordinate activities/responsibilities of and work with event committee members.
  • Procure and administer permits, service contracts, and compliance related activities.
  • Plans and organizes ticket sales and admission processes.
  • Attend events to ensure the event runs smoothly; monitor events in progress.
  • Coordinates the maintenance of event donor, volunteer, and participant databases and event records; prepare related reports and correspondence.
  • Identify, adhere to, and enforce health, safety, and other regulations.
  • Maintain confidentiality, especially related to sensitive organizational, customer, and other generally private information.
  • Proactively use commonly accepted practices that conserve energy and promote environmental conservation.
  • Perform related duties as assigned.

QUALIFICATIONS:

Knowledge of:

  • Principles and techniques used in planning, coordinating, and servicing a variety of event types and attendees.
  • Health, fire, and safety codes and emergency procedures affecting the use of public events facilities/grounds.
  • Security, concession, service, and operations needs associated with events.
  • Computers and common software packages, including electronic communication devices.
  • Supervisory and customer service techniques.

Ability to:

  • Anticipate, schedule, and coordinate equipment, operations, volunteers and event staff, and services for individual events and for multiple events in various stages of planning and execution.
  • Identify and anticipate event problems and take effective course of action.
  • Record, organize, and file relevant information and data.
  • Respond to public inquiries and complaints in an effective and tactful manner.
  • Determine appropriate rates of services, entertainment, equipment and supplies.
  • Direct the work of others.
  • Establish and maintain effective relationships with those contacted in the course of work.
  • Work under time pressure.
  • Work long hours, including but not limited to nights, weekends, early mornings, and overtime.

EXPERIENCE AND EDUCATION:

Experience:

Two years of responsible experience in planning and administration of a variety of events or project management in a large recreational, entertainment, or similar public use facility or grounds.

Education: Two years of college or business school. Experience can substitute for the education on a year-for-year basis.

SPECIAL QUALIFICATIONS:

Possession of a valid California Class C Driver’s License at the time of appointment. Loss of the Class C License is cause for discipline. Individuals who do not meet this requirement due to physical disability will be reviewed on a case-by-case bases.

PHYSICAL REQUIREMENTS:

  • Standing: up to 1/3 of working time during events;
  • Walking: up to 1/3 of working time during events;
  • Sitting: 1/3 to 2/3 of working time;
  • Talking and hearing: over 2/3 of working time;
  • Using hands to finger, handle, and feel: over 2/3 of working time;
  • Climbing /balancing: up to 1/3 of working time;
  • Stooping, kneeling, crouching, crawling: up 1/3 of working time;
  • Reaching with hands and arms: up to 2/3 of working time;
  • Lifting up to 25 lbs: 1/3 to 2/3 of working time;
  • Lifting over 25 lbs: up to 1/3 of working time; and
  • Using close vision and adjusting focus (for reading and writing): over 2/3 of working time.

MENTAL REQUIREMENTS:

  • Analytical skills (analyzing information: calculating, comparing, editing, evaluating, interpreting, organizing);
  • Understanding/interpreting written information (e.g. written documents);
  • Understanding/interpreting other visual information (e.g. maps, diagrams);
  • Understanding/interpreting oral information (e.g. spoken questions, directions);
  • Communicating information to others in writing (e.g. documenting information);
  • Communicating information to others verbally (e.g. conversing, explaining);
  • Problem solving: technical issues, budget issues, public relations;
  • Planning skills (e.g. identifying the issue, creating a plan, communicating it to others, reporting on results);
  • Coordinating and directing the work of other employees;
  • Ongoing decision making;
  • Concentrating and focusing on tasks despite interruptions;
  • Monitoring/taking responsibility for facilities, property and operations;
  • Basic mathematical skills to handle financial responsibilities; and
  • Emotional/psychological factors:
  • coping with stressful situations (e.g. regularly working under time pressure)
  • handling difficult public contacts (e.g. angry client)
  • concentration (e.g. constant flow of distractions, multi-tasking)

Application Instructions:

Application window has closed. 

Written by Heather for Sierra 2 and posted on Monday, January 14th, 2019

Categorized: Work With Us