Special Events Administrative Coordinator

City of Gulfport•Gulfport, MS

About The Position

The Special Events Administrative Coordinator supports the City of Gulfport’s Special Events Team by planning, organizing, and managing administrative and support functions. Reporting to the Special Events Coordinator, the role compiles reports, interprets departmental policies, collaborates with the Special Events Coordinator and Harbor Lights Operational Coordinator, and handles cash-related responsibilities. Work hours vary during the Harbor Lights Winter Festival from October through January, including nights, weekends, and weekdays. The position may also work other events throughout the year, including nights and weekends. It is classified as non-essential personnel for emergency response purposes.

Requirements

Graduation from an accredited two- or four-year university with coursework in clerical or business fields.
A minimum of five years of progressively responsible experience in office operations, or an equivalent combination of education and experience.
Must possess a valid Mississippi Driver’s License.
Proficiency in modern office methods and procedures.
Strong customer service skills, including needs assessment and service evaluation.
Excellent command of English, including grammar and composition.
Proficiency with Microsoft Word, PowerPoint, Outlook, and Excel.
Ability to understand and follow complex instructions independently.
Typing speed of at least 50 words per minute.
Excellent written and verbal communication skills.
Strong organizational skills and attention to detail.
Ability to handle confidential information and prioritize tasks effectively.
Ability to interact courteously with the public and maintain harmonious working relationships.
Ability to perform essential functions with or without reasonable accommodations.

Responsibilities

Coordinate and maintain records for budget preparation and personnel.
Manage daily administrative operations for the Special Events Division.
Process purchase orders, invoices, and budget amendments using Munis, including for the Harbor Lights Winter Festival.
Oversee timekeeping for the Special Events Team.
Coordinate with vendors, non-profits, community leaders, and volunteers.
Maintain up-to-date knowledge of the organization’s activities and developments.
Handle administrative correspondence and prepare routine records and reports.
Compile specialized reports and attend city events as directed.
Prepare documents using various software tools.
Operate office equipment and maintain electronic and paper filing systems.
Collaborate with the City’s Finance Department to process financial transactions for events.
Assist in managing private event applications and issuing necessary contracts and agreements.
Coordinate requests for military assistance from city agencies and military installations.
Perform other duties as assigned by the direct supervisor, manager, director, or mayor.