Summary

The Special Events Coordinator is a professional level position responsible for the year-round implementation and coordination of community events for the City of Brighton. This position is responsible for logistics, planning and implementation of large-scale events and requires considerable interpersonal communication skills and the ability to promote trust, collaboration and inclusion among internal and external groups.

Description

Job Description

Starting Hiring Range: $61,191.91 to $64,863.42

DEFINITION

The Special Events Coordinator is a professional level position responsible for the year-round implementation and coordination of community events for the City of Brighton. This position is responsible for logistics, planning and implementation of large-scale events and requires considerable interpersonal communication skills and the ability to promote trust, collaboration and inclusion among internal and external groups. Additionally, this position assists with obtaining sponsorship for various City events, as well as creating/maintaining relationships with event sponsors. 

 

SUPERVISION RECEIVED AND EXERCISED 

Receives direction from the Events and Downtown Initiative Manager.  The Special Events Coordinator supervises volunteers.

 

EXAMPLES OF ESSENTIAL RESPONSIBILITIES AND DUTIES

  • Responsible for planning, organizing, coordinating, supervising, promoting and executing community-wide events. 

  • Develop and foster positive relationships with community sponsors, markets programs to local businesses and the community, assists with securing resources for events, trains and supervises volunteers and staff, coordinates the activities of contractors, and prepares and administers event budgets. 

  • Builds and maintains positive relationships within the community to facilitate more community participation and highly successful events.

  • Create incident action plans and coordinate with multiple city departments.

  • Coordinate and monitor event timelines and ensure deadlines are met.

  • Evaluates and revitalizes current events as well as suggests and establishes new events to enhance overall community identity.

  • Work with communications office on marketing efforts of community events including social media, on-line and off-line marketing; print materials and all other efforts

  • Records expenditures and operates within budgetary constraints. Generates budget reports upon request

  •  Works with groups, service organizations and others to encourage volunteers and support for volunteer programs and supervise volunteers and contractors.

  • Assist with booking talent for City events, including fulfilling hospitality and technical riders. 

  • Negotiates and manages independent contracts with entertainment, sound, stage and other event related vendors.

  • Researches, recruits and secures sponsorships for large and small community events. 

  • Conducts post-evaluation, including data entry and analysis and produces reports for event wrap up.

  • Performs other duties as assigned.

QUALIFICATIONS

Knowledge of:

 

  • Basic regulations regarding health, safety, and fire codes

  • Special events planning and coordination.

  • Budgeting and financial management and ability to keep accurate records.

  • Basic principles and practices of public relations and marketing.

  • Securing sponsorships.

  • Microsoft Office Suite and G-Suite.

  • Principles and practices of appropriate utilization of services of volunteers and community service workers.

 

Ability to:

  • Demonstrate knowledge of best practices when planning and executing special events

  • Demonstrate exceptional organizational skills and an ability to manage numerous projects simultaneously

  • Communicate clearly and concisely, both orally and in written form.

  • Establish and maintain rapport with vendors, sponsors, and event participants

  • Maintain composure and professionalism during stressful situations

  • Plan, organize, schedule and supervise varied activities within general policies and budgetary limitations

  •  Establish and maintain effective working relationships with organizations sponsoring participants, event participants, City departments, first responders and agencies utilizing worker services, and the public.

  • Make decisions recognizing established procedures and practices, and to use resourcefulness and tact in addressing new situations and problems

  • Organize and implement effective recruitment, screening and assignments of volunteers and workers.

  • To set and take down tables and chairs, risers, podiums, portable stages, canopies, PA's and other sound systems and/or any equipment necessary to support programs

  • Develop new event concepts with the Events team. 

  • Demonstrate team spirit and a willingness to assist coworkers when necessary

  • Work as part of a team as well as independently

  • Work flexible hours, to include weekends, evenings and extended hours during peak event times.

  • Work in various weather conditions.

EDUCATION AND EXPERIENCE 

Bachelor's degree in marketing, event planning, business administration or related field, and three years of progressively responsible experience in large-scale events and event planning.

PHYSICAL REQUIREMENTS:

Ability to work in various weather conditions.

Ability to perform moderate physical work, to include lifting up to 50 pounds and carrying up to 50 pounds. 

Ability to stand, walk, sit, ride, climb, bend, kneel, crawl, twist, reach, grasp, push, pull and perform similar body movements;

Possesses hand/eye/foot coordination adequate to operate office equipment including a computer terminal and operate a vehicle; ability to talk and hear in person and by telephone;

Ability to see and read instructions, manuals, characters on a computer screen, and observe volunteer work programs. 

SPECIAL REQUIREMENTS 

Possession of a valid Colorado driver's license and a safe driving record.

Ability to obtain CPR and First Aid certification within the first six (6) months. 

Ability to complete FEMA ICS 100 and IS 700 training within six (6) months of hire.

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