Community Events Specialist

City of Vancouver

About The Position

Do you enjoy spending time in well-loved parks, exploring urban trails, relaxing in beautiful green spaces, gathering at vibrant community centers, or attending lively summer events? Do you appreciate the role that parks, recreation, and cultural programs play in enhancing a community’s quality of life and want to work alongside others who share that passion? If so, the City of Vancouver could be a great fit for you. We’re currently recruiting for a Community Events Specialist. The primary responsibilities for the job are to support the planning, coordination, and delivery of inclusive, community-centered, city sponsored events that strengthen civic connection, celebrate local culture, and activate public spaces. This role supports the Special Events Supervisor with event logistics from concept through execution – including vendor coordination, run-of-show development, permitting, contract administration, post event evaluation, and temporary staff supervision. This is a full-time, regular, non-exempt union position. This position is covered under the provisions of an agreement between the City and the AFSCME union. The schedule for this position is M-F, 8am to 5pm and may include weekends. Hours may vary with events.

Requirements

2 years’ experience in special event coordination, including outdoor events or project management
Associate's Degree in Recreation Management, Event Management, Communications, Public Administration, Hospitality Management, or a closely related field
Equivalent combinations of education and experience may be considered.
Intermediate skills in Microsoft Suite specifically Outlook, Word, and Excel.
Possession of valid driver’s license
Possession of CPR, First Aid & AED Certification or ability to obtain within 3 months of hire
Principles and best practices of special event planning, coordination, and execution
Event logistics including staging, site layout, load-in/load-out
Safety practices related to public events, including risk management, emergency procedures, and workplace safety
Customer service principles and public-facing communication standards
Principles of staff training and on-site team leadership
Basic budget tracking, purchasing procedures, and contract compliance
Lift, carry, push, and pull heavy or awkward objects
Work outdoors for extended periods in varying weather conditions
Work flexible hours including evenings, weekends, and holidays
Communicate clearly and professionally with staff, vendors, and the public
Lead others effectively
Retain composure and focus in fast-paced or emergency situations
Prioritize tasks and adapt to changing event needs
Operate a personal computer and appropriate software
Work in a manner consistent with the City of Vancouver’s Operating Principles
Work and act as a team player in all interactions with other City employees
Provide a high level of customer service at all times
Project and maintain a positive image with those contacted in the course of work
Develop and maintain collaborative and respectful working relationships with team members and others
Consistently provide quality service
Maintain regular and dependable attendance
Demonstrate a commitment to valuing differences among people and to being inclusive.
Show the utmost respect for others, and act as a team player.
Promote safety as a guiding principle and a regular practice in accomplishing work by focusing on safe practices and complying with safety and health policies and procedures.
Recognize unsafe conditions which may be hazardous to an employee or to the public.
Works in safe and responsible manner; not putting self or others at risk.
Complies with applicable policies and procedures including but not limited to using personal protective equipment, observing warning signs, learning about potential hazards, and reporting all unsafe conditions.
This position is subject to successful completion of a pre-employment reference check, a basic criminal background check, and a driving abstract.

Responsibilities

Support event planning and coordination, developing event timelines, logistics plans, site layouts, and run-of-show documents.
Recruit and manage vendors for city sponsored events.
Serve as on-site event lead and point of contact during events. Including as liaison with vendors, performers, nonprofits, and community groups.
Respond to public inquiries and provide customer service during events.
Coordinate with Police, Fire, Public Health, Public Works, and other departments and stakeholders
Assist with physical event setup and teardown, including setting up and dismantling stages, tents, barricades, bandshells, and movie screen; moving and positioning concrete blocks, traffic control devices, and event infrastructure; loading, unloading, and transporting equipment and supplies
Train and provide direction to temporary and seasonal event staff. Assist with onboarding, task assignments, and performance feedback for event staff.
Ensure safety procedures, event protocols, and customer service standards are followed.
Lead on-site event staff during event setup, operations, and teardown
Purchase of event supplies and appropriately documenting and reporting expense transactions; manage and respond to the general event inquiry email
Coordinate with Marketing Manager and Events Supervisor to provide information for event promotion, schedules, signage, and on-site messaging.
Follow all city safety procedures and event operations protocols; assist with risk assessments, emergency planning, and incident documentation; ensure events comply with ADA accessibility, safety regulations, and city policies; assist with crowd control, site safety, and emergency response as needed
Assist with post-event evaluations, attendance tracking, and recommendations for improvements