Special Events Administrative Coordinator

City of Gulfport • Gulfport, MS

21h

About The Position

The Special Events Administrative Coordinator plays a crucial role in planning, organizing, and managing administrative and support functions for the Special Events Team in the City of Gulfport. Reporting to the Special Events Coordinator, this position is responsible for compiling comprehensive reports and interpreting departmental policies. The role also involves collaboration with the Special Events Coordinator and the Harbor Lights Operational Coordinator and requires proficiency in cash handling. Work hours vary during the Harbor Lights Winter Festival (October – January), including nights, weekends, and weekdays. This position may be required to work other events, throughout the year which includes nights, weekends and weekdays.

Requirements

• Must possess required knowledge, skills, abilities and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
• Proficient in modern office methods and procedures.
• Strong customer service skills, including needs assessment and service evaluation.
• Working knowledge of Microsoft Word, PowerPoint, Outlook, and Excel.
• Ability to understand and follow complex instructions independently.
• 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 work on feet for extended periods and perform heavy manual labor outdoors.
• Ability to exercise sound judgment and adapt to changing circumstances.
• Dependable, punctual, and flexible with work schedules.
• A high school diploma or equivalent is required for this position.
• Candidates should have at least three (3) years of progressively responsible experience in clerical or administrative support or in labor positions.
• A combination of administrative and field experience is strongly preferred to reflect the hybrid nature of this role.
• Must possess a valid driver’s license.
• Physical requirements include occasional lifting/carrying of 50+ pounds; visual acuity, speech, and hearing; hand and eye coordination and manual dexterity necessary to operate equipment and office technology.
• Subject to sitting, standing, reaching, walking, twisting, bending, and kneeling to perform the essential functions.
• Working conditions include both indoor office settings and outdoor event environments, often in adverse weather.
• Extended shifts, nights, weekends, and holidays are required during major events such as the Harbor Lights Winter Festival.

Responsibilities

• Coordinate with vendors, nonprofits, community leaders, and volunteers to support city events.
• Manages daily administrative operations for the Special Events Division.
• Assist in managing private event applications and issuing contracts and agreements.
• Maintain administrative correspondence, records, reports, and filing systems (electronic and paper).
• Prepare routine and specialized reports as directed.
• Perform janitorial and maintenance duties before, during, and after events.
• Support the Harbor Lights Winter Festival through both administrative and on-site event assistance.
• Works in and organizes the warehouse, when not setting up for events.
• Perform other related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED