Special Events and Communications Coordinator

City of Belen•Belen, NM

1d•Onsite

About The Position

The Special Events and Communications Coordinator is responsible for planning, organizing, executing, and managing all facets of City of Belen Parks and Recreation Department events and festivals. This position serves as the primary liaison between the City and community partners, including but not limited to the Greater Belen Chamber of Commerce, local businesses, school districts, downtown organizations, and volunteer groups, to foster collaboration, sponsorship, and engagement. In addition to managing events, this position oversees the department’s website and all forms of print and digital communications, ensuring timely, accurate, and engaging information. The position includes marketing responsibilities to support the promotion of parks, facilities, and programs, as well as soliciting sponsors for community events.

Requirements

Minimum of 3 years of experience in event planning, community relations, or recreation programming
Proven experience in large-scale event planning and coordination
Strong interpersonal skills and ability to work effectively with public officials, community partners, volunteers, and residents
Excellent organizational skills; ability to manage multiple projects simultaneously
Proficiency with Microsoft Office, website CMS tools, and social media management platforms
Ability to work evenings, weekends, and holidays as required by event schedules
Strong written and verbal communication skills, including public speaking

Nice To Haves

Bachelor’s degree in Parks and Recreation Management, Event Management, Communications, Public Relations, or related field
Municipal or nonprofit experience
Basic knowledge of marketing design software (e.g., Canva, Adobe, Publisher)

Responsibilities

Plan, coordinate, and execute all Parks and Recreation Department and City-sponsored special events
Serve as event manager: coordinate all logistics to include but not limited to site layouts, schedules, vendor relations, entertainment, equipment rentals, public safety coordination, and staffing/volunteers.
Serve as the central point of contact for all special events occurring within the City, including those hosted by external organizations, nonprofits, and community groups.
Assist event organizers with the special event permitting process, including application review, documentation requirements, timelines, and compliance with City ordinances and policies.
Coordinate and facilitate interdepartmental review of event applications, working closely with departments such as Police, Fire, Public Works, Utilities, and Administration to ensure all logistical and safety considerations are addressed.
Organize and lead internal special event coordination meetings to review upcoming events, identify resource needs, and ensure alignment across City departments.
Track and maintain a centralized calendar of all Citywide events to prevent scheduling conflicts and optimize resource allocation.
Coordinate City services and resources for special events, including staffing, equipment, barricades, facilities, and public spaces.
Develop and manage event budgets, ensuring fiscal responsibility and adherence to city procurement policies.
Secure sponsorships, donations, and in-kind support; establish positive relationships with local businesses and community stakeholders.
Develop strategic partnerships with organizations such as the Chamber of Commerce, Downtown District, MainStreet, and civic or “Friends of Parks” groups to expand participation and community engagement.
Prepare event reports, evaluations, and recommendations for future improvement, and lead after-action debriefs.
Supervise all event staff to include City employees, volunteers, seasonal staff, and assigned contractors.
Ensure all events comply with City policies, safety regulations, and permitting requirements.
Represent the Parks and Recreation Department at community meetings, public events, and to the media.
Maintain and update the Parks and Recreation Department’s webpages, calendars, and online registration or event pages.
Ensure website content is current, accurate, visually appealing, and ADA compliant.
Post timely notices for upcoming events, park updates, facility closures, and program highlights.
Collaborate with the City’s IT and Communications personnel to implement digital improvements and monitor website analytics.
Create and distribute promotional materials including flyers, brochures, press releases, and digital content for the Parks and Recreation Department.
Manage department social media pages; generate engaging posts, stories, and videos that promote events and recreation opportunities.
Photograph and video the department’s events and programs.
Coordinate with local media outlets to promote community activities.
Establish or enhance brand consistency across all platforms and materials.
Assist in the creation of the seasonal recreation program guide and e-newsletters