Special Events Coordinator

Description

JOB SUMMARY

Organizes and coordinates special events, such as the annual Rose Show and Festival, Victorian Christmas, First Fridays, July 4th Celebration, Black History Celebration and others, and community outreach and engagement events as assigned. Responsible for assisting with marketing and communication initiatives, working directly with Marketing in developing and implementing the City’s internal and external marketing strategies. 

ESSENTIAL JOB FUNCTIONS 

• Responsible for organizing and planning all designated special events to include coordinating marketing and communications efforts.
• Coordinate all aspects of event execution, to include problem-solving, welcoming guests, directing event set-up, communicating with staff, organizing vendors and managing breakdown of event area. Anticipates and plans for various scenarios such as rain plans, etc. as part of the event planning aspect. 
• Responsible for coordinating annual community-wide special events, such as the Rose Show and Festival, Victorian Christmas, July 4th Celebration, Black History Month, First Fridays, and community & engagement events such as Coffee & Conversations, Let’s Discuss, etc. Execution will include coordinating and booking entertainment, creating and accepting event applications, communicating with stakeholders and staff and all other aspects of event planning.
• Collaborates with and contributes ideas to the design and development of all collateral material, marketing and advertising plans related to special events.
• Develops and maintains relationships with key stakeholders and community partners, to include various citizen groups, subcommittees and internal departments of the City of Thomasville for the purpose of planning and executing special events. 
• Works closely with Community Engagement Manager, Public Information Manager and Director of Marketing to coordinate marketing and communications initiatives. 
• Responsible for promotional items inventory for sponsorship requests. 
• Responsible for maintaining CNSNext Community Scroll. 
• Maintains website updates for Thomasville.org to ensure all content remains up to date and relevant. 

Requirements

QUALIFICATIONS

Education and Experience:

Bachelor’s degree in Marketing, Communication, Business Administration, Public Relations, Event Planning or related field and/or 2-3 years increasingly responsible event planning or marketing experience. Associate’s degree and six years of experience may also be acceptable.

Knowledge, Skills, and Abilities: 

• Highly effective written and verbal communication skills
• Exceptional organizational skills
• Ability to manage multiple projects and meet deadlines 
• Ability to delegate responsibilities 
• Ability to make executive decisions
• Ability to work independently and as a team member
• Ability to maintain budgets
• Active involvement in community and civic programs and events
• Knowledge of Microsoft Excel, Power Point, and design software, such as Canva or Adobe InDesign.

PHYSICAL/MENTAL DEMANDS

Mainly office environment but will work in a number of different settings (mainly outdoors) while organizing, implementing and participating in City-wide events.   

WORKING CONDITIONS

Mobility to work in typical office settings using standard office equipment, ability to drive and some lifting of boxes weighing approximately 30# is required. In addition, vision to read printed materials and computer screen and hearing and speech to communicate in person or over the telephone.  Some overtime and/or weekend hours may be required when executing events.

LIMITATIONS AND DISCLAIMERS

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an “at-will” basis.